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Office Assistant
3400 McCall Ave. #100 Selma, CA 93662 US
Job Description
Hire Up Staffing is hiring for a Contract Office Assistant position for a well-established client in Selma CA. The ideal candidate will be highly organized, detail-oriented, and able to handle various administrative tasks with efficiency.
PAY: $18.00-$20.00
SCHEDULE: M-F 8AM-5PM
Essential Duties include the following. Other duties may be assigned:
- Answer incoming calls and direct them to the appropriate department or individual, or take clear and detailed messages.
- Greet office visitors, determine the purpose of their visit, guide them to the correct department, and notify the relevant staff member that a visitor is waiting.
- Transcribe dictation using telephone dictation software, ensuring accuracy in grammar, punctuation, and spelling.
- Prepare transcriptions as hard-copy letters or memos for review and final approval by the originator.
- Monitor and maintain the telephone system in the office, reporting any technical or communication issues to the supervisor.
- Interact professionally with callers and visitors, maintaining a friendly, efficient demeanor at all times.
- Handle shipping and mailing tasks through UPS, FedEx, USPS, and GSO, ensuring timely and accurate deliveries.
- Distribute and collect employment applications as needed, ensuring accurate documentation.
- Perform administrative tasks such as filing, collating, sorting, and printing as assigned.
- Organize and maintain company files related to insurance policies, contracts, leases, banking, legal matters, and taxes.
- Order office supplies when necessary, checking stock levels and ensuring the office is consistently well-stocked.
- Maintain a clean and organized office space, including ensuring copiers are stocked with paper and the office is always presentable.
- Complete daily office duties, such as opening blinds, adjusting the A/C/heater, checking emails, and reviewing dictation.
- Process incoming and outgoing mail by sorting, stamping, and ensuring delivery to the mailbox by noon.
- Assist with general office upkeep by filling paper in printers, fax machines, watering office plants, and securing office gates daily.
Weekly Duties:
- Clean the office kitchen, remove expired items from the fridge, and check coffee/creamer supplies.
Monthly Duties:
- Organize and create Monthly Correspondence Folders.
- Reorder office cleaning supplies and empty the shredder as needed.
Controller Assistant Duties:
- Maintain the Controller List and assist in reducing the list.
- Schedule appointments and manage the Suspense Folder.
- File paperwork produced by the Controller.
- Assist with insurance schedule management and correspondence with agents.
This position requires a highly organized and proactive individual with excellent communication skills and the ability to manage multiple office functions efficiently. If you are interested in this opportunity, please apply through Hire Up Staffing.
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Additional Information
Career Expert
Monica Prudhume
Staffing Account Manager
Meet Monica, our Staffing Account Manager on the Central CA team! With a background in the dental field spanning over 16 years, she transitioned into the field of recruitment around 2 years ago. Her extensive experience in the dental field has equipped her with a deep understanding of people's needs and a passion for helping others. Monica's goal here at Hire Up Staffing is to excel in her profession and make a positive impact on the lives of job seekers and employers alike. Known for her exceptional customer service skills, she consistently goes above and beyond to ensure that every individual she interacts with receives the utmost care and attention. Monica loves being a part of the Hire Up team, as the company's culture aligns perfectly with her values and aspirations. She is eager to expand her knowledge base and leverage her skill sets in a supportive environment that fosters growth and development. When Monica is not busy pursuing her professional goals, she enjoys spending quality time with her family. Monica's commitment to both her personal and professional life reflects her dedication, adaptability, and strong work ethic.