Job Title: Office Assistant
Reports To: Chief Executive Officer
FLSA Status: Full-time, exempt
Hours: Monday – Friday; 8:30 am – 5 pm.
Summary: The Office Assistant (OA) serves as the first point of contact for clients, partners, and community members visiting the Center. They oversee the client experience, answer phones, schedule forensic interviews, and supervise children while caregivers are meeting with staff. The OA provides Spanish-language interpretation and translates materials and communications. They manage the office, organize and order supplies and promotional material, and oversee facility maintenance and IT requests with key vendors. The OA manages SafeSpot’s social media channels and designs outreach materials. Additionally, the OA oversees the in-kind donation process, including the Winter Wishes campaign.
Essential Duties & Responsibilities
Reception & Scheduling
- Greets clients and visitors to the Center, provides snacks and paperwork, and notifies appropriate staff. Must be able to welcome guests in English and Spanish.
- Answers phones, takes messages and forwards to the appropriate staff in a timely manner.
- Assists the law enforcement and child protective services to schedule Forensic Interviews at the Center.
- Assists with supervising children while Caregivers are meeting with staff.
Spanish Language Interpretation
- Provides Spanish interpretation for clients and staff, including caregiver meetings, mental health sessions, and follow-up calls.
- Translates program material into Spanish as needed.
Development & Communications
- Manages and organizes promotional materials and special event supplies.
- Manages SafeSpot social media channels, researches and creates content, and grows engagement.
- Processes donation and remotely deposits donation checks; visits bank as needed (infrequent).
- Oversees the in-kind donation process, including tracking needs, managing the Amazon Wish List, accepting and processing donations, and thanking donors.
- Creates flyers, social media posts, invitations and other outreach material.
Office & Facility Coordination
- Manages and organizes office supplies and equipment. Contacts vendors to repair equipment as needed. Organizes deliveries and mailings for staff.
- Organizes and cleans shared areas of the office, including supply closet, waiting room, and conference room; engages and directs other staff as needed.
- Checks office PO Box daily and sorts mail/bills.
- Manages info@SafeSpotFairfax.org general email.
- Oversees maintenance requests and coordinates service.
- Oversees staff IT needs and coordinates service.
- Organizes and maintains agency shared drive and folders.
Essential Skills and Qualifications
- Bachelor’s or Associate degree from an accredited college/university, or equivalent work experience.
- Experience in criminal justice, human services, child welfare, or a related field is preferred.
- Ability to maintain professionalism and work effectively in stressful situations.
- Strong written and verbal communication skills; English and Spanish language proficiency.
- Social media proficiency and experience with graphic design.
- Experience with Word Press is highly desirable.
- Competency with Microsoft Office programs, and database.
- Excellent interpersonal skills.
- Strong attention to detail and organizational skills.
- The ability to work independently and complete projects with limited oversight.
- Desire to impact the lives of children and families impacted by physical and sexual abuse.
- Ability to work flexible hours as needed.
- Must pass criminal background and child welfare registry checks.
Compensation and Benefits
This is a full-time position. Current benefits include health, dental, and vision insurance, retirement, annual leave, paid holidays, and family leave. Salary is competitive and dependent on qualifications and experience; range is $43,000 – $45,000/year.
To apply please send a cover letter, resume, references and salary requirements to firstname.lastname@example.org by May 5th.
SafeSpot provides equal employment opportunities for all applicants for employment and does not discriminate on the basis of race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, familial status, family responsibilities, matriculation, political affiliation, genetic information, disability, source of income, place of residence or business, military service, and/or any other basis protected by federal or Virginia law. This policy extends to all aspects of employment opportunity including, but not limited to, hiring, compensation, benefits, promotion, transfer, layoff, termination, retirement, placement, training, and all privileges, terms, and conditions of employment.