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Office Assistant
Description
Office Assistant
Reports To: Executive Director
Location: The Pines Community Center
Status: Part-Time / Non-Exempt
Position Summary
The Office Assistant serves as the front-line administrative and customer service support for The Pines Community Center. This position is responsible for managing front desk operations, supporting programs and rentals, maintaining accurate records, and ensuring clear communication with community members, program participants, and facility users. The Office Assistant plays a key role in keeping daily operations organized, welcoming, and responsive.
Key Responsibilities
Front Desk & Communication
- Answer incoming phone calls, direct calls appropriately, take accurate messages, and respond to general inquiries.
- Maintain up-to-date knowledge of Pines programs by reviewing flyers, newsletters, and program materials.
- Make outgoing phone calls as requested by supervisors.
- Notify program participants, renters, groups, and community members of cancellations or building closures due to weather or special events.
Scheduling & Rentals
- Schedule building rentals and coordinate room usage.
- Assist with identifying and scheduling staff coverage for rentals.
- Track rental payments, deposits, and due dates.
- Send payment and insurance reminders as needed.
- Request rental deposit refunds and notify renters when deposit return checks are available.
- Maintain accurate rental and building use documentation.
Program & Data Tracking
- Tally daily Building Sign-In Sheets and provide monthly participation numbers to the Executive Director.
- Maintain organized files for:
- Building Sign-In Sheets
- Deposit Sheets
- Building Use & Rental Forms
- Sports Registrations
- Snack Sheets
- Use data from these records as needed for reporting and administrative support.
Scheduling & Compliance
- Schedule programs and building users and assign appropriate rooms.
- Ensure all programs and building users submit updated forms annually each September.
- Track insurance expiration dates and notify users when updated certificates are required.
- Maintain and update the front desk calendar to reflect current programming and building use.
Administrative Support
- Update snack lists weekly during the school year and daily during summer programming.
- Create, print, and prepare forms as needed.
- File paperwork and maintain orderly office records.
General Office & Facility Support
- Assist with cleaning and tidying of building, front desk and shared office areas as needed.
- Change bathroom trash bags and support general cleanliness standards.
Schedule & Work Hours
- Part-time position, averaging 15–25 hours per week, based on program and building needs.
- Typically scheduled 3-4 days per week, with flexibility depending on seasonal demand.
- Evening availability preferred to support programs, rentals, and community use of the building.
- Occasional weekend coverage may be required for special events, rentals, or community programming.
- Schedule may vary seasonally (school year vs. summer) and will be coordinated with the Executive Director.
Qualifications
- Strong communication and customer service skills.
- Excellent organizational skills and attention to detail.
- Ability to manage multiple tasks and shifting priorities.
- Basic computer skills (email, calendars, printing, document organization).
- Ability to work independently and as part of a team.
- Experience in an office, administrative, or community-based setting preferred.
Benefits
- Tuition discount for employees for eligible Pines programs (subject to program availability and internal policies).
- Opportunity to work in a community-focused, mission-driven environment serving Tilton and Northfield families.
How to Apply
Email Cover Letter and Resume to Bcottrell@pinescommunitycenter.com
Job Type: Part-time
Pay: $15.00 - $16.00 per hour
Expected hours: 20 – 30 per week
Benefits:
- Employee discount
- Flexible schedule
- Paid time off
Work Location: In person
