General Office Clerk

Department: Administration
Reports to: Vice President of Administration, Secretary & Treasurer

Primary Responsibility:
Responsible to support the administrative needs of the department, focusing primarily on assisting the needs of the accounting department and Vice President of Administration, Secretary and Treasurer.

Specific duties include, but are not limited to:

• Perform telephone reservationist’s duties for administrative office (pleasant/welcoming voice, easily understood, able to accommodate phone request/inquiries with efficiency, professionalism, good judgment).
• Answer the door for any visitors to the office (in welcoming/professional manner, assisting with their requests, offering beverages if visitors arrive for meetings).
• Monitor/maintain office supplies (weekly checks on office supplies needing to be restocked, order through Hawaii Stationery or Costco-Costco is once a month; Office supplies includes bathroom and kitchen –food/drink-paper goods/etc; Monitor water cooler deliveries).
• Coordinate or assist with meals for meetings if requested (including ordering, picking up food, setting up refreshments, replenishing, clean-up).
• Assist with meeting set-up (may include New Hire Orientation, Board meetings, other meetings).
• Monitor/maintain office equipment (have back-up toner/ink on stock; call repair service when necessary and schedule annual maintenance for copiers/fax/postage/water cooler/air conditioning units).
• Ensure office is cleaned by contracted cleaning service twice/week, perform light cleaning if needed between cleaning visits (take out trash if overflowing, etc).
• Ensure trash is emptied and trash cans taken down to curb side on designated trash pick up days and also trash cans brought back up to garage after pick-up.
• Maintain minimum supply on hand and distribute books/t-shirts/brochures/fliers when requested (includes logging/tracking book sales, t-shirt sales, collecting money, issuing receipts, turning money over to accounting staff for deposit and tracking).
• Assist with scanning documents and emailing to staff as requested.
• Assist with any filing of expenditure vouchers or personnel documents as needed.
• Assist with other clerical duties as requested (including composing business letters, invoices, etc).

Minimum Requirements:

• High school graduate. Associates degree preferred.
• Minimum 1 year administrative office experience.
• 2-3 years receptionist/general office clerical duties preferred; will consider less if demonstrated skills possessed.
• Proficiency in MS Office Applications.
• Excellent attention to detail.
• Ability to work in a fast-paced environment.
• Ability to multi-task.
• Excellent time management skills.
• Organizational skills a must.