Office Assistant (Jamaica Family Care)

Responsibilities

• Answers phones and take messages.
• Types home-studies.
• Performs typing and clerical needs for the DDS Department.
• Completes research for necessary information needed for the programs.
• Monitors office supplies and equipment and orders supplies as needed.
• Maintains accurate ledgers according to agency regulations on expenses and contributions for the programs.
• Checks all submitted documents and requests for accuracy and requirements prior to submitting to Social Services Administration for approval.
• Communicates to program staff when inaccuracies have been identified and monitors resubmission of such requests.
• Keeps records of all documents processed through the DDS Department.
• Prepares and submits all financial and statistical reports as requested by the Director of DDS.
• Submits program requests for approval to Social Services Administration.
• Attends all meetings relevant to fiscal matters as assigned by Director of DDS.
• Performs clerical functions for multiple programs, including data entry, filling, and distributing mail
• Establishes and maintains files and records according to agency and funding source regulations including staff time sheets.
• Gathers employee time sheets weekly, secures department head approval and remits to payroll.
• Attends meetings, Seminars and job fairs as assigned by the Director of DDS.
• Sweeps and mops to maintain a neat and organized environment in the DDS office.
• Monitors and follows up on maintenance work orders related to the DDS office.
• The essential functions for the job include, but are not limited to, the duties in the job description.
• Awareness of and sensitivity to cultural and socioeconomic characteristics of persons and population served.

Qualifications

• Bilingual preferred, minimum Associate Degree, with 2 years business/administrative training or experience.
• Computer literate with knowledge of MS Word, Excel, PowerPoint, & Outlook. Accurate typing skills (Min. 40wpm)
• Pleasant telephone manner and attention to detail.
• Ability to work in a fast-paced environment while maintaining a positive demeaner.
• Excellent organizational, time management, and interpersonal skills.
• People with experience working in customer service.
• Has respect and consideration for the individuals being served.