Location: West Seneca, NY
Company: Hearts Foundation
provide items that are given away to those in need. Donated items are also turned into dollars which support outreach programs such as the mobile soup kitchen and food pantry Position Summary: The Office Assistant (OA) is responsible for handling incoming and outgoing communications and inquiry resolution with donors, vendors, customers and clients.
The OA will support the organization by performing clerical duties, managing workflow, scheduling appointments, entering payable and receivables, managing budgets and providing data/information to decision makers. Day-to-day life as an OA includes sorting and responding to communications, entering and working with data and information from
various sources, working in task management software, coordinating various calendars, taking phone calls and messages, sending emails, preparing for large meetings and presentations, capturing meeting notes, and many other related tasks.
This role provides human resources administrative support to managers by assisting and executing on personnel related matters. Essential Functions: Answer incoming telephone calls to screen and forward, provide information, take messages and direct to the appropriate source. Organize and schedule appointments and meetings Assists with coordinating volunteers, vendors and contractors Generate weekly and monthly reports Produce and distribute correspondence
memos, letters, faxes, and forms Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
Processing payroll Preparing bank deposits Paying bills as needed Reviews purchase orders against invoices and enters in the system. Online ordering as needed Greet persons entering the building and determine nature and purpose of visit. Perform administrative support tasks for various departments upon request. Handle sensitive and personnel information in a confidential manner Coordinates and maintains vendor relationships Take accurate minutes of meetings and transpose documents Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies Operate standard office equipment on a regular basis, including a fax machine, a copy machine, and a computer Performs other duties as assigned Education Requirements and Qualifications: High School diploma or equivalent required.
Experience in accounts payable/receivable, coordination roles, office management or similar roles 3-5 years of relevant experience in an office environment is preferred Proficiency in Microsoft Office and Google applications. Ability to anticipate and respond proactively and effectively to donor needs.
Ability to be resourceful and proactive when issues arise Excellent organizational skills Multitasking and time-management skills, with the ability to prioritize tasks Customer service attitude Knowledge, Skills and Abilities: Excellent written and verbal communication skills. Demonstrate excellent interpersonal/relationship skills. Proficient analytical, decision making and problem solving. Excellent prioritizing and time management skills. Good customer service skills and detail oriented. Self-control – job requires maintaining composure even in very difficult situations.
Integrity – requires being honest and ethical Confidentiality and discretion when handling HR and personnel related matters Job Type: Full-time Pay: $18.00 to $20.00 per hour Benefits: Dental insurance Flexible spending account Health insurance Health savings account Vision insurance 401K Schedule: Monday to Friday - day shift Experience: 3-5 years experience in accounts payable/receivable, coordination roles, office management or similar roles
Administrative/Clerical jobs refer to roles that primarily involve office support tasks such as data entry, phone handling, scheduling, filing, and assisting executives. Those in administrative and clerical positions are the organizational backbone of an office and are responsible for the seamless flow of information. They require strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. These roles often require competency in computer software, customer service, and communication. The work is typically performed in an office environment, providing the foundational support that keeps the daily operations of a business running smoothly.
Administrative or clerical jobs involve a range of office-related tasks that support the day-to-day operations of a business. Employees in administrative roles are often responsible for managing records, answering phones, scheduling appointments, preparing documents, and performing data entry. These positions typically require strong organizational skills, attention to detail, proficiency with office software, and the ability to communicate effectively. Clerical workers are key in ensuring that an office runs smoothly and efficiently, acting as the backbone to the administrative structure of an organization.
Administrative/clerical jobs involve a range of office support and secretarial roles that are crucial to the smooth operation of any business or organization. These positions typically include tasks such as data entry, managing correspondence, scheduling appointments, answering phones, and maintaining files. Employees in these roles must be organized, proficient in various office software, possess strong communication skills, and be capable of multitasking. Key traits for success in administrative and clerical jobs include attention to detail, reliability, and the ability to work both independently and as part of a team. These roles often serve as the backbone of a company, ensuring efficient workflow and supporting other departments.
Administrative/Clerical jobs refer to roles that primarily involve office support tasks such as data entry, phone handling, scheduling, filing, and assisting executives. Those in administrative and clerical positions are the organizational backbone of an office and are responsible for the seamless flow of information. They require strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. These roles often require competency in computer software, customer service, and communication. The work is typically performed in an office environment, providing the foundational support that keeps the daily operations of a business running smoothly.
