Office Assistance (Full-Time) DDS Dept

About the role

The primary role involves answering phones, taking messages, and performing various administrative tasks for the DDS Department. This includes typing and preparing reports, managing office supplies, maintaining ledgers, submitting program requests, and coordinating with external vendors.

Responsibilities

• Takes phone calls and takes messages
• Types and prepares reports, meeting minutes, and plans
• Performs typing and clerical needs for the DDS Department
• Completes research for necessary information needed for the programs
• Maintains accurate ledgers according to agency regulations on expenses and contributions
• Checks all submitted documents for accuracy and requirements before submission to Social Services Administration
• Sets up prospective candidates for interviews for all senior staff openings
• Attends meetings relevant to fiscal matters as assigned
• Handles billing matters by processing check requests, interacting with vendors, and maintaining petty cash
• Establishes, maintains files, and records according to agency regulations
• Submits all financial and statistical reports as requested
• Works with external vendors to obtain outstanding invoices
• Supervises and trains volunteers to ensure compliance with agency standards
• Communicates with program staff about inaccuracies in submitted documents and monitors resubmission
• Keeps records of all documents processed through the DDS Department
• Attends meetings, seminars, and job fairs as assigned
• Sweeps and mops to maintain a neat and organized environment in the DDS office
• Requests follow-ups and submits with all programs and Maintenance Supervisor on their credit card receipts related to the DDS program
• Keeps records of supplies within the DDS offices and reports all deficiencies

Requirements

• Minimum Associate Degree, with 2 years of business/administrative training or experience
• Computer literate with knowledge of MS Word, Excel, PowerPoint, & Outlook
• Accurate typing skills (Min. 40wpm)
• Bilingual preferred
• Pleasant telephone manner and attention to detail
• Awareness of and sensitivity to cultural and socioeconomic characteristics of persons and population served

Qualifications

• The ability to work in a fast-paced environment while maintaining a positive demeanor
• Excellent organizational, time management, and interpersonal skills
• People skills with experience working in customer service
• Respect and consideration for the individuals being served