General Summary of the Position

The Office Assistant supports the daily operations and administrative functions of the residence, ensuring that residents, staff, and visitors experience a well-organized, welcoming, and responsive environment. This position provides essential support in recordkeeping.

 

Essential Duties and Responsibilities of the Position

Administrative and Office Support

– Maintain and update resident information and office databases
– Assist management with administrative and financial tasks, including data entry and invoice preparation.
– Prepare and distribute monthly invoices, including ACH processing and follow-up on failed transactions.
– Create and maintain monthly calendars (events, birthdays, activities).
– Support onboarding new staff, including background checks, forms, and Safe Environment program administration.
– Manage office supplies and maintain adequate inventory of paper goods, soap/sanitizer, and other essentials.
– Participate in ongoing administrative improvements and process streamlining.

Resident and Family Support

– Provide prompt, courteous assistance with resident requests (e.g., maintenance tickets, A/C, TV, or lighting issues).
– Prepare and deliver ”extra care” invoices for optional resident services
– Help maintain resident folders, name tags, and related records
Vendor and Contractor Coordination

– Serve as a point of contact for vendors and contractors, ensuring timely service and quality work.
– Assist with scheduling, tracking, and follow-up on vendor visits or facility-related needs.

Communications and Technology

– Support updates to the organization’s website and social media presence (training provided as needed).
– Maintain digital and paper filing systems in an organized, confidential manner
– Other duties as assigned
Additional Ministerial Responsibilities:

– Supports communications related to quarterly newsletters (MailChimp & Word), stewardship campaigns, and other ministry outreach efforts.
– Provides tours to prospective residents and families as part of the community’s hospitality ministry.

– Provides administrative and clerical support in furtherance of the ministry’s mission, including answering phones, greeting visitors, and maintaining records.

 

Position Requirements

Knowledge, Skills and Abilities:

·         Solid experience with Microsoft Office, email, and database platforms.
·         Friendly, patient, professional, and welcoming demeanor

·         Strong attention to detail, ability to prioritize multiple tasks efficiently.
·         Dependable, punctual, and able to work independently with limited supervision.
·         Maintains confidentiality and exercises sound judgment.
·         Bilingual (English/Spanish) highly desirable.
Education and Experience:

·         High school diploma or equivalent.
·         5 years plus administrative/office management experience and /or customer service experience.
Special Requirements:

·         This position operates in an office environment within a residential community. The role routinely requires interaction with residents, families, staff, and outside vendors.
·         Must be flexible and available to work 8AM to 5PM five days a week, with overtime and potential weekend work.

 Physical Requirements Specific to the Job:

·         Occasional lifting of supplies or office materials may be required.

 

This job description is not intended to be an exhaustive list of the duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of St. Joseph Residence.

St. Joseph Residence reserves the right to modify this job description without notice to the employee. This job description is not a contract and does not alter the employee’s at-will employment status.