Summary of Position: The Office Assistant is responsible for providing support to ensure efficient organizational operations. The Office Assistant supports office, operations and accounting functions, interacting with staff, clients, volunteers and other visitors.
Welcome visitors by greeting them warmly and making sure they are comfortable, direct them to the correct staff member or meeting room, and/or notifying staff waiting for visitor.
Ensure reception area is tidy, make coffee and set out refreshments for visitors.
Respond to/manage incoming calls, taking messages or referring inquiries to appropriate staff.
Coordinate mail/package flow in and out of office, collecting and distributing parcels and other mail, and assisting in program or development mailings as needed.
Maintain availability of office supplies, conducting regular inventory and ordering supplies at regular intervals/as needed.
Manage meeting room reservations and assist in preparing for meetings, such as ordering food, preparing meeting documents, and equipment set up.
Maintain and distribute staff directory.
Maintain agency calendar, indicating observed holidays, agency-wide activities, special events, staff PTOs, etc.
Assist in the conduct/maintenance of assets inventory.
Assist in the maintenance and servicing of office equipment.
Assist in the data-entry and reconciliation of cash receipts and disbursements in accounting system.
Deposit checks remotely or over the counter, as needed.
Distribute payroll and vendor checks, including support documentation.
Calculate/prepare and distribute monthly (client) rent statements.
Set-up client utility service connection and autopay, and notify utility service cancellation.
Assist in maintaining accounting worksheets, such as client rental payments, client utility payments; follow up on missing utility billing statements as needed.
Perform filing and other clerical duties.
Perform other work related errands as assigned.
Adhere to the Code of Conduct for Connections for the Homeless.
Perform other duties as assigned.
No phone inquiries will be accepted.
High School Diploma or equivalent. Business college training preferred
At least three years of experience in similar or equivalent job.
Excellent phone and computer skills .
Numeracy and literacy skills.
Excellent attention to detail and high level of accuracy.
Flexibility and reliability, including ability to work extended hours as needed.
Connections provides housing, employment, and supportive services to move individuals and families out of the shadow of homelessness. It works to end homelessness by preventing people from losing their homes, housing those who are homeless, and helping each client to reach the greatest possible level of self-sufficiency. Programs include re-housing, permanent supportive housing, education and emp...loyment, homelessness prevention, and health services for the homeless. Hilda’s Place is Connections’ transitional shelter. Our House is Connections’ residential program for young adults. Based in Evanston, Connections serves 31 communities in north suburban Cook County.