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Office Assistant-PT

3 months ago

New Haven, United States New Reach Full time
Job DescriptionJob Description

Company Overview:

As a long-time leader in Connecticut, New Reach hopes to chart a new path by fundamentally shifting how our community manages and responds to the homelessness and housing insecurity crises. We believe a true systems change is possible with an increased focus on preventing evictions and providing long-term stability for those establishing independence. We imagine a world where the need for shelter is minimal because individuals and families can stay in their homes instead of being evicted, and those struggling to make ends meet can get the help they need to maintain stability. We inspire lasting independence for all people affected by homelessness and poverty through a continuum of housing and support, using the most innovative, progressive, equitable, and inclusive methods.

Primary Purpose:

The Office Assistant role is to manage the IT and associated technical operations, manage the relationship between IT vendors and administrative contractors, perform various routine administrative duties, assist with the daily operations and general ownership of the corporate office to ensure efficiency, hospitality, and support the departments and organization.

Essential Functions & Responsibilities:

  • IT Management
    • Operates office equipment, computers, copiers, scanners, phone, and voicemail systems.
    • Provide technology support with computers, laptops, mobile phones, apps, copiers, and printers.
    • Maintain and update inventory of agency assets, including computers, laptops, mobile phones, and other standard office equipment
    • Maintain and update documentations for IT processes and procedures
    • Manage and maintain the Atrium FOB software and ID cards, the vendor management and relationship between CBS and AOS vendors
    • Maintains office supplies and coordinates maintenance of office equipment.
  • Administrative Support
    • Answer and direct phone calls and transfer them to the necessary people in the agency.
    • Organize agency calendars and schedule appointments as necessary.
    • Write and distribute emails, correspondence memos, letters, faxes, and forms.
    • Manage the post service and handle the incoming and outgoing mail.
  • Entry & Record Keeping
    • Performs clerical duties, manages electronic and manual file systems, and prepares internal and external correspondence and reports.
    • Manages record retention, archives, and schedules shred pick up.
    • Update and organize the N-Drive and administrative systems to make them more efficient.
  • Departmental Coordination
    • Strategic thinking and time management skills to prioritize work as necessary
    • Liaise with department heads, senior management, and the executive and administrative assistant to handle requests and queries from managers and departments.
  • Organizational Communication
    • Excellent written and verbal communication skills
    • Strong organizational skills with the ability to multitask and stay detail-oriented
    • Maintain confidentiality of employee personal information, clients living information, and health status.
    • Liaison and manage vendors and services.
    • Manages calendars and schedules via Agency Software
    • Proficiency in MS Office (MS Excel, MS Word, MS PowerPoint, and Teams, in particular)
  • Provides a commitment to New Reach's mission, vision, and values.
  • Adheres to all New Reach's policies and procedures.
  • Performs other duties as assigned.

Qualifications:

  • An associate degree in a related field is preferred, or a high school diploma or equivalent and two to four years of experience.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Highly motivated, team-oriented, great at multitasking, creative, and has excellent interpersonal skills.
  • Must have a valid driver's license and access to reliable transportation with proof of insurance.

Expectations:

  • Have a solutions-based approach to presented problems.
  • Prioritizes work without direct supervision and can complete assignments on time.
  • Positive role model as a professional that represents the agency's culture.
  • Maintain strict confidentiality regarding client's and employee's personal information, living, and health status.

Physical Demands:

  • The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodation may be available to enable individuals with disabilities to perform these functions.
  • While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The associate must occasionally lift and move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, and the ability to adjust focus.


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