Full job description

Minimum Qualifications:

Successful completion of a two-year vocational or college level program and two years of relevant experience, or meets education requirements with five years of relevant experience. A Bachelors degree can substitute for one year of experience.

Special Abilities:

• Excellent written and oral communication, and has exceptional attention to detail
• Punctual, Self sufficient, and customer service driven
• Experience in Microsoft Office Suite (Word, Excel, Outlook)

Description of Position:

The Office Assistant is a two-part position reporting to the HR Administrator, with a portion of the role being general clerical duties, and the other assisting with human resources duties. This position is listed as a sensitive positive and will be rescreened at least every five years. The ideal candidate is the first face of the District and is expected to have the switchboard open and operating promptly at 8:00 a.m. and throughout the day until 5:00 p.m. Relief coverage will be provided for a one-hour lunch, as well as morning and afternoon breaks

. • Greets visitors in a professional and hospitable manner and ensures they properly sign in, receive a visitor badge, and notifies appropriate staff to escort visitors beyond the lobby area

• Professionally answers incoming calls and redirects them to the appropriate staff or transfers call to voicemail when appropriate
• Sorts the Districts incoming and outgoing mail, and packages for pick-up
• Keeps front desk manual and desktop procedures up to date for position’s responsibilities • Responsible for ordering supplies for the Office of Executive Director
• Assists with employee-related events by facilitating sign-ups and distributes information
• Maintains and distributes District phone list
• Serves as a floor warden and attends appropriate training
• Creates Job Opportunity Announcements (JOA), and ensures they are posted to the appropriate locations
• Maintains JOA list, manages postings, tracks employment applications, and notifies hiring manager of new applicants
• Prepares and sends letters of regret to candidates once positions have been filled
• Creates new hire onboarding packet prior to starting date
• Build employees’ permanent files and maintain the filing system
• Scans in documents to be uploaded to the Munis software
• Maintains shredding inventory and retention deadlines
• Assists with pulling information for audits