Staff Assistant/Office Manager

Staff Assistant/Office Manager

SUMMARY: The Staff Assistant/Office Manager greets visitors, answers the telephone and answers constituent requests for general information, tours, and other inquiries.  This position also monitors delivery and pickup of materials, maintains the front office, and assists with various administrative and legislative duties. ESSENTIAL JOB FUNCTIONS: o   Answers and screens telephone calls for the Member and other staff members and takes messages when appropriate; o   Greets and screens visitors; o   Schedule and coordinate staff-led tours of the Capitol for constituents and other guests o   Opens and disseminates incoming office mail mail o   Assists persons who have appointments with the Member or the staff and works closely with the Member's Scheduler to ensure that the Member’s appointments are on time and that the Scheduler is aware of the visitor's arrival; o   Responds to constituent requests for information; o   Maintains literature regarding the district and House offices for distribution to visitors; o   Manages recycling functions for the office; o   Purchases supplies for the office from the House Office Supply store as instructed by the Office Manager; o   Signs for deliveries and forwards all materials delivered to the office to appropriate staff members in a timely manner; o   Ensures that requests for assistance are directed to the appropriate staff member in a timely manner; o   Documents visitor opinions on issues communicated via telephone, including full name, address, and all relevant information as appropriate; o   Performs general typing and administrative assignments; o   Sends, receives, and distributes materials via the facsimile machine; o   Acts as a liaison with constituents, interest groups, committee and agency staffs in assigned issue areas; o   Performs special projects assigned by the Congressman or Chief of Staff; o   Maintains a good working relationship with the Congressman, staff and constituents; o   Accepts performance based criticism and direction; o   Temperament to communicate with a variety of personalities in a tactful, pleasant, and professional manner; o   Ability to work cooperatively and courteously with others; o   Meets attendance requirements as established by the office; o   Works well under pressure and handles stress; o   Works a flexible schedule including long hours, nights, and weekends as needed according to the Congressional schedule; o   Performs other duties as assigned. SKILLS AND KNOWLEDGE REQUIRED: o   Ability to use photocopier, facsimile machine, telephone, and other office equipment; o   Excellent organizational and proofreading skills; o   Ability to perform essential job functions above; o   Professional telephone manner; o   Ability to work cooperatively and courteously with others; o   Knowledge of office policies, practices, and procedures; o   Knowledge of office computer applications; and o   Proficiency in word processing. WORKING CONDITIONS: o   Work is mainly performed in an office environment.  Noise levels are usually moderate; and o   Ability to work in a small work station without an expectation of privacy.
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