Office Assistant - The Whole Child

TITLE: Office Assistant

QUALIFICATIONS:

Some experience with computer scheduling systems
General office skills, able to operate a multi-line telephone system
Ability to deal with clients in a tactful and professional manner
Ability to adapt easily to new assignments and changing departments
Ability to identify potential difficult situations and suggest/implement solutions
Ability to follow written and oral directions and request assistance when needed
Ability to follow established procedures with minimal training
Able to operate photocopier, fax machine and POS machine
Able to take direction and provide information or concerns to supervisor
Pleasant demeanor to all individuals with whom they come in contact
Ability to follow established procedures with minimal ongoing training

STATEMENT OF PURPOSE: The purpose of the Office Assistant in particular is to assist the Office Supervisor with what she deems necessary. In general, the assistant will be asked to help maintain the facility and provide backup for the receptionists when needed.

ESSENTIAL DUTIES:

Help with facilities maintenance
Interact with vendors and maintenance companies when facilities problem arises
Calls vendor to schedule maintaining the building (fumigators, Ontario Refrigeration)
Float in different departments when the need arises
Collect and analyze data for YOQs
Provide backup coverage for front desk receptionists; answer phones calls, assist in the initial intake process of new clients
Assist with scheduling clients and reminder calls for client appointments
Unload and stock storage area with material from various donors

Job descriptions are not intended, and should not be construed, to be exhaustive lists of all responsibilities, skills, efforts or working conditions associated with a job. They are meant to be accurate reflections of the principal job elements.

This description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow other instructions and to perform any other duties requested by his or her Manager and/or Supervisor.

The Whole Child is actively recruiting for an Office Assistant – Full Time & Part Time Opportunities

The Part Time Position of 20 hours per week and is located at a school campus in East Los Angeles.

The Full Time Position of 40 hours per week is located in Whittier at the Birth to Five center.

STATEMENT OF PURPOSE: The purpose of the Office Assistant is to assist the Birth to Five Supervisor and Program Director with what is deemed necessary. In general, the office assistant will be asked to maintain the Home Visiting site and provide clerical support to Home Visiting staff.

SCOPE OF RESPONSIBILITY: The Office Assistant’s responsibility is, in main part, to assist in the smooth operation of the Home Visiting Program. The primary location for this position is the Home Visiting site at Joseph Gascon Elementary School.

ESSENTIAL FUNCTIONS:

Assist staff in submitting required documentation according to funder and agency expectations
Assist with outreach events as requested by Birth to Five Program Director
Assist with scheduling clients and making reminder calls for client appointments and group connections
Collect and track various outcome measures used in the Home Visiting Program
Create and mail monthly parent socialization flyers
Maintain all databases, charts, and sign-in sheets in preparation for audits
Manage data collection and client charts for the Home Visiting program
Prepare tracking reports of clients served as required by funding source
Provide clerical support for the Home Visiting Program; accept new client referrals, prepare client charts and engagement materials according to program requirements
Other duties as required

KNOWLEDGE and SKILLS:

Ability to adapt easily to new assignments and changing duties with poise
Ability to communicate effectively both orally and in writing
Ability to deal with clients in a tactful and professional manner
Ability to follow established procedures with minimal training
Ability to follow written and oral directions and request assistance when needed
Ability to identify potential difficult situations and suggest/implement solutions
Ability to maintain an organized work space and pay attention to detail
Ability to prioritize assignments and manage time effectively
Ability to work independently and as part of a team
Able to take direction and provide information or concerns to supervisor
Experience with computer scheduling systems and Microsoft Office Software
General office skills; able to operate photocopier and multiline telephone system
Pleasant demeanor with all individuals with whom contact is made

REQUIRED LICENSES, CERTIFICATES, EDUCATION, EXPERIENCE OR TRAINING

High school diploma. At least two years working in an office environment in a clerical capacity preferably experience in more than one type of office environment. Bi-lingual Spanish-speaking required.

WHAT WE OFFER:

A competitive salary and an above average benefits package:

Medical* plan choice of HMO plans or PPO plan
Dental* plan choice of HMO or PPO
Vision Plan
401K – $ for $ match up to 4%
Supplemental Insurances
Life Insurance
AD&D
Pet Insurance
Flexible Spending Accounts
12 Holidays
PTO of 15 days per year that increases per policy

*HMO plans are at no cost to the employee

The Whole Child is an equal employment opportunity employer and no candidate for employment will be rejected on account of race, color, religion, national origin, age, marital status, or sex. Candidates with physical impairments will be considered so long as it can be reasonably demonstrated that the duties and responsibilities can be effectively performed without hazard to the individual, fellow employees, or clientele.