Office Assistant

Status: Regular Part-time, 25 hours per week

Job Definition

The ICOI Office Assistant, under the supervision of the Senior Director, is responsible for providing a range of administrative support services. This role involves managing communication channels, maintaining records and files, coordinating appointments, and ensuring smooth operation of various office functions. The Office Assistant also plays a key role in supporting events and managing technical setups for audio-visual equipment, contributing to the overall efficiency and professionalism of ICOI.

Primary Responsibilities

1. Answer telephones and transfer calls to appropriate ICOI staff, board members, or committees.
2. Meet and greet vendors and visitors; address inquiries via telephone and email.
3. Create and modify documents, forms, and sheets using Google Workspace and Microsoft Office.
4. Perform general clerical duties including emailing, photocopying, mailing, and filing.
5. Maintain an electronic filing system on Google Workspace and other software.
6. Record and monitor expenses and committee reimbursements; keep invoices on file.
7. Sign for and distribute UPS/FedEx/Airborne packages, including regular mail.
8. Manage program rosters, enroll new students, and track payments for programs and advertisements.
9. Process applications for financial assistance, handling sensitive information confidentially.
10. Coordinate and maintain records for staff office space, phones, parking, receipts, and office keys.
11. Support the Senior Director in tasks and project-based work.
12. Support the setup and management of audio, visual, streaming, and recording equipment during events, ensuring all technical aspects run smoothly for a professional experience.
13. Perform miscellaneous job-related duties as assigned.

Additional Responsibilities

1. Maintain a professional and organized facility.
2. Supervise volunteers completing court-ordered or school-tracked community service hours.
3. Set up and coordinate logistics for committee events and board meetings.
4. Maintain a calendar of facility usage for meetings, programs, classes, seminars, and facility rentals.
5. Maintain inventory of office supplies, Qurans, and books needed for ICOI classes as required.
6. Prepare and distribute in advance a monthly prayer schedule.
7. Maintain a database of all donors, members, and volunteers using the appropriate systems.
8. Prepare announcements for Friday sermons and facilitate travel/accommodation for guest speakers as needed.
9. Provide support as directed by the Senior Director for all classes, events, and activities.

Knowledge and Skill Requirements

1. Previous office experience is preferred.
2. Basic reading, writing, and arithmetic skills required.
3. Proficiency in Google Workspace, Microsoft Office, and telephone protocol.
4. Professional verbal and written communication skills; ability to type without looking at the keyboard.
5. Excellent customer service orientation.
6. Attention to detail and problem-solving skills.
7. Confidentiality and professionalism.
8. Punctuality and time management.
9. Fluency in English.
10. Fluency in at least one of the following languages is preferred: Arabic, Urdu, Farsi.

Working Conditions

• High volume of phone calls, emails, and interaction with community members.

Work Schedule:

• Monday to Friday, 10am to 3pm
• 5pm to 10pm five days per week during the month of Ramadan

Compensation Range:

• The base salary for this position starts at $20 per hour, with the potential for a higher rate based on qualifications and experience.

No phone calls, please. Professional and personal references will be required, if invited for an interview. For more information on the Islamic Center of Irvine, please visit our website at www.ICOI.net. The Islamic Center of Irvine is an equal opportunity employer.