Job Title:  Office Assistant

Reports To:  Executive Director and Assistant Director

Approved Date: 11/17/2010

Summary – Assits in administrative office of Springs Incorporated by performing the following duties.

Essential Duties and Responsibilities – include the following. Other duties may be assigned.

Stamps outgoing mail.

Delivers oral and written messages.

Marks, tabulates, and files records.

Operates photocopying machine.

Shreds outdated confidential documents.

Cleans windows; sweeps and mops floors; empty trash receptacles; clean bathroom and kitchen area; all in a as needed basis.

Water plants on a as needed basis.

Supervisory Responsibilities – This job has no supervisory responsibilities.

Competencies – To perform the job successfully, an individual should demonstrate the following competencies;

Customer Service – Responds promptly to visitor and staff needs; Responds to requests for service and assistance; Meet commitments.

Interpersonal Skills – Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things.

Oral Communication – Speaks clearly and persuasively in positive or negative situtations; Listens and gets clarification; Responds well to questions.

Written Communication – Writes clearly and informatively; Able to read and interpret written information.

Teamwork – Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone’s efforts to succeed. 

Change Management – Communicates changes effectively; Builds commitment and overcomes resistance.  

Leadership – Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.

Quality Management – Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

Diversity – Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment.

Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Organizationl Support – Follows policies and procedures; Supports organizations’s goals and values.

Strategic Thinking

Judgement – Displays willingness to make decisions; Exhibits sound and accurate judgement; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; makes timely decisions.

Judgement – Displays willingness to make decisions; Exhibits sound and accurate judgement; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

Motivation – Demonstrates persistence and overcomes obstacle; Measures self against standard of excellence.

Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Develops realistic action plans.

Professionalism – Approaches others in a tactful manner; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for our actions; Follows through on commitments.

Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors wown work to ensure quality.

Quantity – Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

Safety and Security – Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.

Adaptability – Adapts to changes in the work enviroment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Attendance/Punctuality – Is consistently at work and on time; Arrives at meetins and appointments on time.

Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.

Initiative – Volunteers readily; Seeks increased responsibilities; Asks for and offers help when needed.  

Innovation – Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others’ attention.

Qualifications – To perform this job successfully, an individual must be able to perform each essential duty satisfactory.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience – No prior experience or training.  

Language Skills – Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills – Ability to add and subtract two digit numbers and to multiply and divide with 10’s and 100’s.  Ability to perform these operations using units of American money and weight measurement, volume, and distance.

Reasoning Ability – Ability to apply common sense understanding to carry out simple one- or two-step instructions.  Ability to deal with standardized situations with only occasional or no variables.

Other Requirement – Must be 18 years of age. Must not have been convicted, or pled guilty or nolo contendere to any felony or misdemeanor assault and battery.  Name cannot be listed on the Community Services Registry involving persons with developmental disabilities.

Physical Demands – The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilites to perm the essential functions.

While performing the duties of this Job, the employee is regularly required to talk or hear.  The employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel and reach with hands and arms.  The employee is occasionally required to stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment – The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.