Office Assistant

About the job

This position includes both administrative duties and physical multi-site office support . At approximately 24 hours per week, currently Monday through Wednesday, the Office Assistant will provide recurring payroll support, shopping, driving, stocking, documentation, communication and site rounds may use most available scheduled time. Additional projects, expanded administrative responsibilities or Thursday and Friday coverage may require reprioritization, reassignment of existing duties or prior approval for additional hours.

Essential functions

• Provide routine payroll and administrative support, maintain assigned records and keep task-management systems current.

• Coordinate approved purchasing, online orders, shopping, pickups, returns, deliveries and staff notifications.

• Complete scheduled multi-site inventory, stocking and office-readiness rounds.

• Organize receipts, credit-card support documents, routine logs, forms and location records.

• Check assigned voicemails, route messages and complete routine operational communication.

• Support assigned HNH Tickets through intake, information gathering, status updates, appointment coordination and closeout documentation.

• Identify and promptly report maintenance, cleaning, safety, access, technology and equipment concerns.

• Maintain organized supply, breakroom, reception, bathroom and storage areas according to established standards.

• Complete approved employee-recognition duties and recurring office projects.

• Provide trained backup assistance for designated office functions and onboarding preparation.

• Communicate workload conflicts, delays, missing information and approval needs to the Office Manager.

• Perform other related duties within the position's scope and available scheduled hours.

Required knowledge, skills and abilities

• Strong organization, follow-through and attention to detail.

• Ability to manage recurring work, changing priorities and multiple locations.

• Clear and professional written, verbal and electronic communication.

• Ability to follow established procedures, checklists, budgets and approval requirements.

• Sound judgment regarding confidentiality, urgency, safety and when to escalate.

• Ability to work independently on defined assignments and provide accurate status updates.

• Basic proficiency with email, shared documents, online ordering, task-management systems and routine office technology.

• Ability to maintain accurate records, receipts, inventories and supporting documentation.

• Reliable transportation and ability to travel locally between HNH offices during scheduled work hours.

• Collaborative, service-oriented approach when working with staff, vendors and leadership.

Minimum qualifications

• High school diploma or equivalent.

• Prior experience in office support, administrative assistance, customer service, purchasing, facilities support or a related role is preferred.

• Valid driver's license, acceptable driving record and ability to meet HNH driving and insurance requirements when operating a personal or company vehicle.

• Ability to complete required background, confidentiality and organizational training.

Physical and work requirements

• Regular computer, phone, email, filing and document work.

• Frequent local driving, walking through office locations, standing, bending, reaching and carrying routine office supplies.

• Ability to safely handle ordinary office, breakroom and inventory items within the employee's physical capacity.

• Ability to lift a minimum of 50lbs or request assistance for heavy, bulky, unstable or otherwise unsafe items.

• Work may include moving between offices, stores, vehicles, storage areas and indoor office environments.

• Reasonable accommodations may be made to enable qualified individuals to perform the essential functions.

Performance expectations

• Recurring duties are completed accurately and within the agreed schedule.

• Inventory and office-readiness needs are identified before essential supplies run out whenever reasonably possible.

• Receipts, records, task updates and closeout documentation are complete and easy to locate.

• Employees receive timely and accurate routine communications.

• Assigned projects move forward without repeated prompting, and barriers are reported early.

• Urgent or out-of-scope issues are escalated promptly and appropriately.

• Work is performed within approved hours, procedures, budgets and safety expectations.

• Workload conflicts are communicated so priorities can be adjusted rather than allowing responsibilities to go unaddressed.

Job Type: Part Time (approx 24/hours a week)

Pay: $22.00 - $25.00 per hour

Work Location: In person

Benefits:

• 401(k) with Employer Matching

• Paid Vacation, Sick Days, & Holidays

• Flexible Hours

• Employee Assistance Program (EAP)