Office Assistant

Job Title: Office Assistant

Location: In-Person
Schedule: Monday to Friday, 8:00 AM 5:00 PM
Job Type: Full-Time
Reports To: Office Administrator

Overview

We are seeking a reliable, detail-oriented Office Assistant to support our office's daily operations. This dynamic role includes administrative support, scheduling, basic accounting tasks, and employee onboarding. Youll work closely with our technicians, vendors, and office administrator to ensure our services run smoothly and efficiently.

Why Join Us

• Competitive hourly pay
• Health insurance
• Vision and dental coverage (group-rate individual plans available)
• Paid Time Off (PTO)
• Opportunities for career growth and development
• Supportive, team-based work environment

About Us

We are a service-oriented office committed to professionalism, operational excellence, and public service. We take pride in maintaining a responsive and organized workplace while supporting a wide range of internal and external stakeholders.

Key Responsibilities Administrative Support

• Serve as the first point of contact for clients, vendors, and the public.
• Perform clerical duties including filing, data entry, document prep, and customer service.
• Compose and edit reports, correspondence, and internal communications.
• Coordinate with technicians, contractors, and security companies.
• Process and route paperwork for prospective clients.
• Maintain filing systems and ensure records are accurate and up to date.

Scheduling

• Dispatch technicians based on job schedules and priorities.
• Maintain appointment logs and service calendars.

Accounting Support

• Process purchase requests and generate purchase orders.
• Verify invoices for accuracy and forward them for payment.
• Assist in reconciling monthly bank statements and monitoring departmental budgets.
• Track vehicle use, gas consumption, and departmental credit card activity.
• Compile and send regular billing reports to the Department of Corrections, auditors, etc.

Employee Support

• Review and approve employee timesheets.
• Onboard new hires by collecting documentation, setting up accounts, and preparing workstations and software.
• Support the Office Administrator with HR files and compliance records.

Reporting

• Generate and organize data for internal crime analysis reports.
• Maintain accreditation documentation and reporting software systems.

Minimum Qualifications

• High school diploma or GED required.
• Two (2) years of experience in administrative, office, or related duties (preferred).

Preferred Skills & Knowledge

• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Strong typing (minimum 40 WPM) and data entry accuracy.
• Basic knowledge of bookkeeping or accounting processes.
• Excellent interpersonal and communication skills.
• Ability to work independently and use sound judgment under pressure.
• Detail-oriented with strong organizational and multitasking skills.
• Familiarity with office equipment, modern recordkeeping, and digital filing systems.

Work Environment & Physical Requirements

• Standard office environment with climate control.
• Frequent use of computers and telephone systems.
• Tasks include sitting, standing, walking, reaching, and occasional lifting (up to 25 lbs).
• Requires finger dexterity, attention to detail, and emotional stability.

Additional Information

• A background check may be required upon offer of employment.
• This position may include a probationary period of 90 days.

We are an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or other legally protected status