Office Assistant

Overview

Office Assistant Jobs in Rochester, NY at Quest Urgent Care

The Office Assistant provides day to day administrative and operational support to help the office run smoothly, professionally, and efficiently. This role serves as a key point of contact for employees, visitors, vendors, and customers while supporting scheduling, communications, recordkeeping, supplies, and general office organization.

Key Responsibilities

• Greet visitors, customers, vendors, and employees in a friendly and professional manner.
• Answer, screen, and route incoming phone calls, emails, and general inquiries.
• Manage calendars, appointments, meetings, conference rooms, and scheduling requests.
• Prepare, organize, scan, copy, print, file, and distribute documents.
• Maintain accurate electronic and physical filing systems.
• Enter and update information in company databases, spreadsheets, and internal systems.
• Draft and format letters, memos, reports, forms, emails, and other business documents.
• Receive, sort, distribute, and prepare incoming and outgoing mail and packages.
• Monitor office supply inventory and place approved orders as needed.
• Maintain cleanliness and organization of reception areas, meeting rooms, supply areas, and shared office spaces.
• Assist with onboarding new employees by preparing workspaces, documents, supplies, and orientation materials.
• Coordinate with vendors and service providers for office maintenance, deliveries, repairs, and routine services.
• Assist with invoices, purchase orders, receipts, expense documentation, and basic administrative recordkeeping.
• Support management and staff with special projects, reports, presentations, meetings, and administrative assignments.
• Schedule and coordinate meetings, including preparing agendas, materials, refreshments, and meeting spaces when required.
• Take meeting notes or minutes and distribute follow-up information when requested.
• Maintain employee, customer, vendor, and company records according to established procedures.
• Handle sensitive and confidential information with appropriate discretion.
• Assist with travel arrangements, reservations, and itineraries when required.
• Track administrative deadlines, appointments, renewals, deliveries, and follow-up items.
• Help maintain office equipment and report equipment, technology, maintenance, or facility issues.
• Follow company procedures related to workplace safety, security, visitor access, confidentiality, and emergency preparedness.
• Provide backup administrative coverage for reception or other office functions when needed.
• Communicate professionally with internal departments and external contacts.
• Identify routine office problems and escalate urgent, confidential, safety-related, financial, HR, legal, or security matters to the appropriate supervisor.
• Perform other administrative duties and related responsibilities as assigned.

Qualifications

• High school diploma or equivalent required; additional administrative or business training preferred.
• Previous office, administrative, receptionist, customer service, or clerical experience preferred.
• Strong verbal and written communication skills.
• Strong organizational and time-management skills.
• Ability to prioritize multiple assignments and meet deadlines.
• Attention to detail and commitment to accurate recordkeeping.
• Ability to maintain confidentiality and exercise professional judgment.
• Comfortable using computers, email, calendars, word-processing programs, spreadsheets, printers, scanners, and standard office equipment.
• Ability to work independently while also contributing effectively as part of a team.
• Professional, dependable, courteous, and service-oriented approach.

Key Competencies

• Organization and attention to detail
• Professional communication
• Reliability and punctuality
• Customer service
• Confidentiality and discretion
• Problem-solving
• Teamwork and collaboration
• Adaptability
• Initiative
• Time management
• Accuracy
• Follow-through

Physical and Work Requirements

• Ability to perform routine office and computer-based work for extended periods.
• Ability to sit, stand, walk, bend, reach, and perform repetitive computer and administrative tasks as required.
• Ability to lift and carry office supplies, files, or packages within the requirements established by the employer.
• Ability to work the scheduled hours of the position and provide reliable attendance.
• Reasonable accommodations may be provided in accordance with applicable law.

Important Employment / Compliance Flags

• Confidentiality: The employee may have access to confidential business, customer, financial, personnel, or proprietary information and must protect that information.
• Data Privacy: Employee records and other sensitive information must be handled according to company policies and applicable privacy requirements.
• Workplace Safety: The employee must follow established workplace safety, emergency, and incident-reporting procedures.
• Equal Employment Opportunity: Employment decisions should be made without unlawful discrimination or harassment and in accordance with applicable federal, state, and local laws.
• Reasonable Accommodation: Qualified individuals should be provided reasonable accommodations as required by applicable law.
• Wage and Hour Classification: The employer should separately confirm whether this position is properly classified as exempt or non-exempt and ensure compliance with applicable overtime, meal/rest break, and timekeeping requirements.
• Background or Screening Requirements: Any background checks, drug testing, driving-record checks, or other pre-employment screening should only be included when applicable to the position and permitted by law.
• Physical Requirements: Only genuine, job-related physical requirements should be included, with reasonable accommodation considerations.
• Job Duties: Responsibilities may change based on legitimate business needs. Any “other duties as assigned” provision should remain reasonably related to the position.
• Authority Limits: The Office Assistant should not independently make commitments involving contracts, employment decisions, confidential HR matters, legal matters, or significant expenditures unless specifically authorized.
• Incident Escalation: Safety threats, harassment or discrimination complaints, suspected fraud, data-security incidents, workplace injuries, and other serious concerns should be promptly reported through the appropriate company process.
• Job Description Disclaimer: This description summarizes the general nature and level of work expected and is not intended to contain every possible duty, responsibility, or qualification associated with the position.

Acknowledgment

The employee acknowledges that they have reviewed and understand the primary duties and expectations of the Office Assistant position. This job description may be updated as business needs and responsibilities change, subject to applicable law and company policy.

Pay: From $40.00 per hour

Benefits:

• Employee discount
• Health insurance
• Health savings account
• Paid time off

Work Location: Hybrid remote in Rochester, NY 14609

Title: Office Assistant

Company: Quest Urgent Care

Location: Rochester, NY

Category: