Job Overview

The Office Assistant will provide general administrative and clerical support for the Life Skills Center, the business office and central campus for employees of the Theodore Roosevelt Medora Foundation. 

Responsibilities and Duties

• Greets visitors and callers, ascertains nature of business, directs accordingly 
• Administrative duties including answering phones and preparing documents 
• Retrieves and distributes mail daily 
• Ensures office is organized and runs smoothly, assists with light cleaning in the Life Skills Center 
• Takes ownership of all aspects of organizing and maintaining the Life Skills Center, including submitting appropriate work order tickets for the various needs  
• Completes, prepares, and distributes various forms and reports 
• Orders and distributes business cards, forms, and other office supplies 
• Maintains or coordinates maintenance of office equipment 
• Maintain inventory of office supplies; orders new supplies as needed 
• Maintains office files; implements an efficient system for other staff to access files and records 
• Coordinates and maintains the vehicle fleet to ensure enforcement of the company vehicle policy 
• Coordinates the tracking and distribution of lost and found items 
• Participates in staff meetings and company functions as required; assist in planning company function as needed 
• Complies with all TRMF policies and safety guidelines 
• Carries out other duties as assigned 

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications 

• Excellent verbal and written communication skills 
• Excellent interpersonal and customer service skills 
• Excellent phone manner – professional yet friendly and warm; able to ascertain nature of call and direct/handle accordingly 
• Excellent organizational skills and attention to detail; able to work independently and as a team member 
• Excellent time management skills, with a proven ability to meet deadlines 
• Ability to prioritize tasks and maintain confidentiality 
• Ability to function well in a high-paced work environment  
• Basic understanding of how to operate standard business equipment 
• Proficient with Microsoft Office Suite or related software 
• A flexible schedule to meet the demands of TRMF operations; to include days, evenings, weekends and holidays 

Education and Experience:

• Bachelor’s degree in Business Administration or related field preferred 
• Three to five years of experience in various office functions preferred 

Physical Requirements: 

• Prolonged periods sitting at a desk and working on a computer 
• Must be able to lift up to 15 pounds at times