Sparrow Company, an executive search and staffing firm, has an immediate opening for an Office Assistant for one of our clients in West El Paso.  This is a temporary to hire opportunity.The Office Assistant acts as the assistant to the Executive Director. The Office Assistant provides administrative, communications and clerical support. The Executive Director is the Office Assistant’s supervisor.

This position requires the ability to handle highly sensitive and confidential information on a regular basis. It also requires the attention to detail appropriate for printed and online materials that represent the broad community. This is an hourly position and completion of tasks may encompass time outside of regular business hours. Position is responsible for a variety of activities ranging from filing and answering the phone, newsletter publishing, website updating, to basic bookkeeping and records management through customized Microsoft Access software. A successful candidate would demonstrate efficiency, reliability, be able to work independently and with groups, and have great communication skills.

Skills of the Office Assistant:

• Proficient in Microsoft Word, Microsoft Excel, Microsoft Publisher, Microsoft Outlook, Microsoft Edge/Google Chrome, and database software). Some exposure to SalesForce and website management helpful.
• Ability to operate and maintain office equipment, i.e. copiers, postage meter, and folding machine.
• Excellent communications skills, both written and verbal.
• Able to balance competing priorities and timelines. Detail oriented.
• Ability to work both independently and as a team member.
• Ability to maintain professionalism, a clean and neat workplace and confidentiality.

   

  Typical Working Environment:

• The Office Assistant shall be present Monday through Thursday from 9:00 a.m. to 6:00 p.m. and on Friday 9:00 a.m. to 12:00 p.m., but subject to change by the Executive Director or Board of Trustees.
• Attend specified meetings or events when requested by the Executive Director. Some of these meetings or events may occur on the weekends or evenings - advance notice typically provided.
• Attend and provide administrative support for other events as requested.

   

  Daily Tasks:

• Answer incoming telephone calls, and transfer or take messages as needed.
• Check phone for any messages.
• Greet visitors and guests.
• Handle all incoming mail, packages and distribute to proper staff.
• Maintain service of copiers, folding machine and postage machine and inventory of office supplies, including various envelopes.
• Receive and record donations and payments.
• Process credit card charges.
• Manage calendar to schedule meetings or added needed details to existing appointments.

   

  Weekly Tasks:

• Prepare, coordinate volunteer and mail a thank you cards to people who make donations (usually done by volunteer).
• Assist with preparation of materials for classes, etc.
• Prepare handouts.
• Print lists, coordinate volunteer and mail notification cards (usually done by volunteer).
• Create emails and reminders.
• Prepare, coordinate volunteer and make bank deposits.
• Attend staff meetings.

   

  Monthly Tasks:

• Prepare a list of life cycles (birthdays, anniversaries, births, etc), tributes/donations, for the bulletin.
• Layout and publish monthly bulletin.
• Assist in coordinating submissions for other publications.
• Mail out monthly statements.
• Run monthly credit card charges for members who request it.

   

  As Needed:

• Create or manage creative process with a designer to produce flyers for special events.
• Assist with making appointments.
• Assist by preparing and mailing letters.
• Prepare regular and bulk mailing. Apply labels. Record quantity of documents, compute cost of postage and prepare USPS forms.
• Perform such other duties as may be requested by Executive Director, Program coordinator(s), Membership coordinator(s) and Director.
• Prepare and distribute annual membership directory.