Office Assistant

Employment Opportunities

Office Assistant

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button.
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Application Deadline: All applications must be submitted electronically by 11:59 p.m. Eastern Time on the closing date indicated in the posting. For positions listed as Open Until Filled, applications will be accepted until the position is filled.

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Please see Special Instructions for more details.

Please submit the required documents:

• Resume
• Cover Letter
• 3 professional references

Posting Details

Work experience or education that is NOT included on the application will NOT be considered when screening your application. Please include ALL work experience and education on the application to ensure that you receive the appropriate credit toward qualification for this position.

Position Summary Information

Classification Title	Administrative Support Specialist-OSP
Working Title	Office Assistant
Location	Jefferson, NC
Job Category	6
Position Number	069981
Not Eligible for Visa Sponsorship	VISA sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S
Department	Sociology - 250850
Primary Purpose of Position	The major purpose of this position is to perform all clerical duties as required by the grant in a supportive role to the FGP Project Director.  This position is grant funded. This Position will include Maintenance of 100 active personnel files. Responsible for completion of reports to the federal grant, the Department of Human Resources, and the grantee Appalachian State University. This position schedules annual physical examinations for each FGP volunteer through the five local health departments. Assisting in the preparation of in-service training classes held monthly. Traveling the five-county area of Alleghany, Ashe, Avery, Watauga, and Wilkes as needed. General mailings to the volunteers, advisory council members, volunteer stations, and other supportive agencies. Serving as secretary to a 15-member advisory council. Contact is made through telephone, mailings, scheduling the meeting room, and providing an agenda and minutes. The position assists the FGP Director in all aspects of volunteer recognition, i.e. monthly birthday cards, certificates upon completion of training, etc. This position is required to attend awards ceremonies, United Way events, and other events as called for by the project director. This position will be involved in recruitment, training, placement, and monitoring of the Foster Grandparents in a supportive, clerical role. This position assists the Project Director with all facets of the grant requirements and day-to-day planning. Responsible for the acquisition of forms required by the grant and Appalachian State University. Must possess and maintain effective computer skills necessary to expedite the large amount of word processing required by a five-county project.
Minimum Qualifications	Graduation from high school and one year of related office experience; or an equivalent combination of education and experience. Special Note: This is a generalized representation of positions in this class and is not intended to reflect essential functions per ADA. Examples of competencies are typical of the majority of positions, but may not be applicable to all positions. Diplomas or degrees must be received from appropriately accredited institutions.
License/Certification Required
Essential Job Functions	Provides clerical and administrative support to the Foster Grandparent Program Project Director in the day-to-day administration of the federal grant. Maintains approximately 100 active volunteer personnel files and prepares required reports, records, forms, and documentation for the grant and Appalachian State University. Coordinates volunteer administrative requirements, including annual physical examinations, training, recruitment, placement, monitoring, and recognition activities. Coordinates communications and logistics for volunteers, volunteer stations, advisory council members, partner agencies, and other program stakeholders. Serves as secretary to the 15-member advisory council by scheduling meetings, preparing agendas, documenting minutes, and maintaining member communications. Assists with program events, including monthly training sessions, awards ceremonies, United Way events, and other activities; travels throughout the five-county service area as needed. Performs extensive computer-based administrative work, including word processing, data entry, correspondence, recordkeeping, and other duties necessary to support the program.
Knowledge, Skills, & Abilities Required for this Position	Computer Skills, Word & Excel Spread sheeting, Good Communication and Writing Skills, should be familiar with the Federal Guidelines of the Corporation For National and Community Service.
Preferred Qualifications
Required Functional Competencies to Successfully Perform Job Duties.	Information / Records AdministrationGathers information from stations, including impact data twice yearly, and compiles and organizes the information into the standard report. The request for information goes out to over 30 sites and over 100 Foster Grandparent volunteers. Filing of the yearly forms and records on each Foster Grandparent volunteer. Filing of all financial reports, invoices, grants, for Appalachian Senior Programs FGP/SCP This position tracks volunteer payroll for Foster Grandparent Volunteers, also is the back up payroll person for the Senior Companion Program. Position, is responsible for the reconciling the credit card purchases each month along with submits all bills, invoices, making all deposits, purchase orders, standing orders, and Pay Forms for Appalachian Senior Programs both the Foster Grandparent and Senior Companion Programs Program KnowledgeThe Project Assistant trains the volunteers at orientation training on forms, time sheet process, reporting accidents, and other information necessary for inclusion into the program. Answers questions relating to these general topics. Forwards other problem-solving issues to the Director. Uses program knowledge to interface with other agencies associated with the program and volunteers. Plans in-service support activities and assists the Program Director in planning recognition events; making calls, setting up appointments and other activities. Assists the Appalachian Senior Program Director’s in fundraising events. Facilitates the flow of work for an extensive filing system and records retention. May develop new processes relevant to the support needs of the unit. Communication – Verbal and WrittenThis position responds to routine questions and issues related to Program Policies and Procedures for Appalachian Senior Programs. Has contact with several vendors in the process of ordering supplies and materials for Appalachian Senior Programs FGP/SCP. The position gathers information for drafting e-mails, memos and other documents for mailings to stations and Appalachian Senior Program volunteers. Filling out required FBI and SBI Forms for the Criminal History Check Procedure required on all Foster Grandparent and Senior Companion Volunteers pursuant to AmeriCorps Seniors guideline. Proofreads documents for grammar, spelling, punctuation and the basic formatting.
Type of Position	Permanent Full-Time
Staff/Non-Faculty	Staff/Non-Faculty
Appointment Type	100%
Work Schedule/Hours	Monday – Friday 8:00 am – 5:00 pm
Number of Hours Per Week	40
Number of Months Per Year	12
Mandatory Staff	No
Physical Demands of Position	Travel to the 5 county area of Ashe, Alleghany, Avery, Watauga and Wilkes Counties. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
Overall Competency Level	Advanced
Salary Grade Equivalency	59
Salary Range
Anticipated Hiring Range	$43,542-$45,878

Pay will be commensurate with applicant competencies, budget, equity and market considerations. Posting Details Information

Posting Date	09/25/2026
Closing Date	10/02/2026
Competency Level Statement	Management will only consider applicants who meet the required competencies.
Special Instructions to Applicants	Please submit the required documents: Resume Cover Letter 3 professional references
Search Chair Name	Amy Dellinger Page
Search Chair Email	[email protected]
Applicant Pool Preference	External (Post on the Web)

Departmental Information

Quick Link	https://appstate.peopleadmin.com/postings/56389
Posting Number	201503074P

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. Please describe experience working with any and all stages of the grants process, if applicable.

   (Open Ended Question)

2. Do you have any experience working with senior citizens?

   (Open Ended Question)

Applicant Documents

Required Documents

1. Resume
2. Cover Letter / Letter of Interest
3. List of References with Contact Information

Optional Documents