We’re Hiring – Office Assistant

We’re Hiring – Office Assistant

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Nature of Work

The RNeighbors Office Assistant reports to and supports our Executive Director(ED), who has led RNeighbors for 17 years. The work is integral to the success of our organization, especially considering the growth of Rochester. With the guidance of the ED, the Office Assistant would act as a liaison between neighborhoods, neighbors, volunteers, city elected officials and staff, and partnering organizations. Once instruction is given, work will often be independent. 

The Assistant will perform a variety of clerical and technical support duties for RNeighbors. This is a part-time position with a flexible work schedule, a hybrid workplace of in-office and remote work, with occasional weekend hours.  Work involves responding to community inquiries, general correspondence, inventory management, preparing items for meetings, and supporting programs such as neighborhood grants, Movie in a Box, and others.

RNeighbors History

In 2001, the City Council of Rochester acted on an identified need to provide additional support to groups of neighbors who were working on projects that would benefit the city’s neighborhoods. The Rochester Neighborhood Resource Center was incorporated as a nonprofit 501(c)(3) organization and began serving neighborhood associations (NAs) in 2001. 

The organization, now known as RNeighbors, serves as a resource center supporting Rochester’s neighbors to build community by providing tools to grow great neighborhoods. Today RNeighbors is governed by a volunteer Board of Directors and guided by our organization’s bylaws. 

Position Description

Are you a community-minded individual who enjoys working with people for the common good, being organized and efficient, and having a flexible, hybrid workplace? We are looking for a team member who has these characteristics and is willing to assist our organization, as we work toward our mission to empower citizen leaders to create sustainable neighborhood networks that promote a vibrant, healthy and livable community.

PRIMARY RESPONSIBILITIES

Given proper guidance, provide timely and efficient day-to-day administrative support to RNeighbors.

  • Respond to inquiries around RNeighbors programs and neighborhood associations. 
  • Manage calendars, meeting schedules, prepare meeting documents, and assist with meeting set-up and clean-up.  
  • Maintain website and social media updates as directed.  
  • Assist with purchasing, copying, printing, mailings, etc. 
  • Perform other duties as assigned or necessary.

Assist with event planning tasks for organization events including transporting materials, setup, staffing tables, and tear-down. 

  • Events will be on-site, and at other locations, including outdoors.

Support Executive Director in interfacing and communicating with the general public, volunteers, community organizations, and businesses.

  • Manage inquiries and assist the public via phone, email, webform, and in person. 
  • Schedule and set up meetings and provide follow-up support.
  • Assist with clerical and other data entry duties related to the RNeighbors organization.
  • Provide leadership to help create an environment of belonging where staff, volunteers, and visitors feel welcome and included.
  • Manage communications efforts to capture and celebrate the diversity and uniqueness of neighborhoods through storytelling.

Provide administrative support to grant management and customer relationship processes.

  • Assist staff, partners, volunteers, and others with technical support in using technology tools.
  • Create and set-up necessary online and offline forms.
  • Organize and maintain paper and electronic records in accordance with funding requirements.

QUALIFICATIONS

Minimum Education and Experience Requirements

  • High School diploma or the equivalent (GED).
  • Must be at least 18 years old.
  • Intercultural competence and demonstrated commitment to advancing racial, economic, and/or gender equity within organizations or communities is required.
  • Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
  • Flexibility in projects and work-flow. There will be times when scheduling and/or priorities shift suddenly. Adaptability is a must, while continuing to be efficient.

Desirable Qualifications

  • Strong organizational, customer service, and communication skills.
  • Experience performing similar work, such as event planning and community organizing.
  • Experience in the nonprofit environment.
  • Prefer a candidate with a current driver’s license, insurance, and access to transportation.

ADDITIONAL INFORMATION

Skills and Abilities
Skill in: working with personal computers and being a proficient user of Microsoft Office software including Outlook, Word and Excel; using office machines, equipment; and data entry operations and applications; being organized; communicating effectively both orally and in written formats.

Ability to: utilize appropriate customer relations skills; read and interpret environmental reports; communicate effectively and deal professionally and tactfully with a diverse public; develop and maintain effective working relationships; follow oral and written instructions while adhering to prescribed procedures with minimal supervision; work effectively with minimal supervision in a busy office environment; We encourage and support staff in bringing the full range of experiences and identities that define them to the workplace. Being adaptable to different people and circumstances is vital.

PHYSICAL AND ENVIRONMENTAL CRITERIA
In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.

In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:
Continuous demands: sitting, fine dexterity
Frequent demands: standing, walking
Occasional demands: crouching, bending, reaching, carrying, and kneeling

Sensory requirements necessary in the performance of the essential functions of this position include: sight, hearing and touch.

Environmental conditions that may exist in the performance of the essential functions of this job include NONE – not substantially exposed to environmental conditions.

COMPENSATION

Rate of Pay 

  • $16 to $20 per hour depending on qualifications.

Hours of Work

  • This position will be scheduled to work 20 hours per week, usually Monday-Friday, with occasional weekend hours.

Benefits

  • Flexible work schedule.
  • Some work can be completed remotely. On-site work is at our office in the City Development Services & Infrastructure Center (DSIC), which has free parking.
  • The opportunity to work directly with an experienced Executive Director in a rewarding community-building position.
  • At this time, there are no health care benefits.

NEXT STEPS

Does this position interest you? Convince us as to why you are a good fit. Please email a cover letter and resume with relevant experience. If we agree you may be a good fit, we’ll be in touch to schedule an interview. We look forward to hearing from you.

OPENING DATE: 3.22.2023

CLOSING DATE: The position will remain open until filled. 3-month probationary contracted period.

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