Office Assistant Jobs

The American Arbitration Association (AAA), the leading provider of alternative dispute resolution services, seeks a highly motivated and organized Office Assistant to join our team and contribute to the AAA's ongoing success. This is an excellent opportunity for an individual looking to grow their career in a supportive and collaborative work environment. As an Office Assistant, you will play a crucial role in working with a dedicated group of professionals and will be responsible for assisting with administrative and logistical functions, as well as providing technical support to both internal and external users of various office systems.

The successful applicant will work in our Johnston, RI location, and the nature of this position requires 100% in-office during regular work hours. This position's salary range is $36,000 - $40,400 / year, with quarterly incentive opportunities.

Named one of the 50 best non-profits to work for by the Non-Profit Times, our employees enjoy rewarding careers in a fast-paced, results-driven environment. We offer a competitive compensation package, including incentives. Eligible employees also participate in a comprehensive benefits program that includes medical, dental, orthodontia, and vision coverage, a student loan repayment program, a 403(b) retirement plan with substantial company match, discounted pet insurance, and generous paid-time-off benefits.

• Assists with case administration duties to support staffing shortages and large caseloads by drafting and transmitting correspondence to parties, case data entry, and maintenance across all divisions.
• Ensures the efficient flow of all incoming correspondence via the indexing queues; uses multiple computer systems to scan and index documents.
• Assists the Office Manager in coordinating and facilitating staff webinars and video conferences.
• Receives, records, and stores physical case files in adherence to corporate retention policies; destroys and annotates case records when physical case files have been destroyed.
• Collaborates with the IS Department on technical issues and liaises with outside vendors.
• Monitors and completes requests submitted to group email accounts.
• Processes incoming and outgoing US Mail correspondence; sorts, scans, and distributes mail; prepares final letters for processing, printing, sorting, addressing, and applying postage allocated to the appropriate division; processes incoming overnight deliveries and prepares for outgoing distribution.
• Demonstrates regular, reliable, predictable job attendance.
• Provides general external customer support and support for AAA WebFile and Neutral eCenter.
• Maintains financial logs for the center finance department and delivers for processing.
• Assists office staff with software, equipment, and network connectivity issues; actively participates in the relocation of computers/equipment for staff moves; applies computer configuration settings; maintains equipment inventory databases with accurate information.
• Attends on-site and in-person meetings and training sessions.
• Assists the Office Manager in maintaining office supply inventories by actively monitoring inventory levels for divisions, verifying product deliveries, and ensuring office equipment works properly and is maintained.
• Liaises between the center and intake department.

Education & Experience High School Diploma or GED; 1-3 years of related work experience (e.g., office support in a professional services environment) or an equivalent combination of education and work experience.

Communications Abilities (Verbal) Expresses oneself clearly in conversations and interactions with others; tailors speech to the level and experience of the audience; uses appropriate grammar and choice of words; expresses ideas in a concise, organized manner; maintains eye contact when speaking with others; (Written) Expresses oneself clearly and concisely in writing; tailors written communications to reach an audience effectively; uses graphics and other aids to clarify complex or technical information; spells correctly; writes using concrete, specific language; uses punctuation correctly; writes grammatically.

Technology Skills Intermediate proficiency in Microsoft Word, Outlook, and Excel.

The American Arbitration Association is an equal opportunity employer (EEO) and considers all employees and applicants for positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, or status as a covered veteran in accordance with applicable federal, state and local laws.