Administrative Coordinator II

North Coast Opportunities, Inc.•Ukiah, CA

3d•$24 - $29•Onsite

About The Position

Under general direction and supervision of the Family Resource Center (FRC) Project Coordinator, the FRC Administrative Coordinator has day-to-day responsibility for ensuring the safe and efficient operation of Vision Family Resource Center. The primary duties of this position require a collaborative nature and excellent organizational skills. Because this position acts as the first point of contact to clients and the general public, it requires a professional, reliable person with strong communication and interpersonal skills who is bilingual/bicultural Spanish/English. Primary areas of focus include screening inquiries regarding FRC programs and projects and routing them to the appropriate person(s), providing intake support, as well as coordinating various service and maintenance activities at the facility. This position may be called upon by the Project Manager to help with special projects.

Requirements

A high school diploma or equivalent is required
A minimum of one year recent clerical or secretarial experience in a large business office is preferred.
Bilingual/bicultural in Spanish/English is required
Computer operations as relates to the duties of the position including demonstrated competency using standard email, word processing and spreadsheet programs as well as cloud-based applications is required.
Familiarity with Microsoft Office 365 is required.
The principles and practices of effective business etiquette and interpersonal and cross-cultural communications.
Common business office practices and procedures.
Interact with others in a culturally, linguistically and emotionally appropriate manner.
Engage effectively with members of the public and in sometimes sensitive or difficult situations.
Maintain professional, cooperative working relationships.
Follow guidelines regarding the handling of confidential information and documents.
Understand and carry out oral and written instructions.
Communicate clearly and appropriately both verbally and in writing in English/Spanish (required).
Organize duties and tasks to meet established deadlines.
Use established systems to compile and analyze data.
Perform data entry for brief periods of time.
Be effective working independently and as a collaborative team member.
Accurately perform basic business math calculations (i.e., addition, subtraction, multiplication, and division).
Work a flexible schedule to accommodate attending scheduled work events and professional development opportunities.
For work-related driving, must have valid California driver’s license, verifiable good driving record, and access to a vehicle with insurance that covers the employee as a driver.

Nice To Haves

an associate’s degree or higher in Business, Office Administration, or a related field is preferred.

Responsibilities

Schedules and monitors activities and events at the FRC in partnership with the Project Coordinator.
Provides assistance to all callers and visitors, directing them as appropriate and providing information/referrals or scheduling appointments as needed.
Monitors general FRC office supplies, ordering and restocking as needed; confirms received orders are accurate; provides necessary documentation to accounting department; provides ordering assistance to other business segments as requested.
Maintains the highest level of confidentiality regarding client information.
Maintains records and assists with data entry and compilation.
Acts as the primary contact for facility maintenance and repair needs; provides timely notification to the site and any other staff who may be impacted by any event that may disrupt access to some or all of the facility.
Coordinates the janitorial and pest control services for the site; authorizes and schedules additional services as needed.
Provides primary clerical support for FRC staff; may provide support to other programs with approval of supervisor.
Acts as the primary contact for scheduling and accessing FRC's indoor and outdoor meeting areas; collects facility use applications, any fees or deposits due, and provides copies and receipts to users as needed; provides training and assistance in the use of the technology equipment in the conference rooms.
Monitors incoming correspondence and deliveries including the general FRC email inbox; routes or responds to emails as appropriate; accepts mail, deliveries and packages, routing items or notifying recipients as appropriate; checks FAX machine and routes documents received as needed.
Maintains the print and copy area; orders and stocks supplies as needed; coordinates maintenance and service for shared copy machine; runs monthly printer and postage usage report and forwards to accounting.
References the current desk manual for the position and supports the Project Coordinator to update the document on an on-going basis.
Stays updated on all related safety requirements for the site including Cal-OSHA and county and city regulations; ensures any required notices and posters are in place.
Performs regular checks of all site safety equipment including fire extinguishers, emergency and outdoor lights, and security cameras; coordinates servicing of all site fire extinguishers.
Maintains the internal FRC phone list on the FRC Staff SharePoint, and the emergency responder contact list with local agencies.
Ensures the reception area and all common spaces are kept tidy and free of safety hazards; sanitizes children's areas as needed.
Assists with special projects as approved by supervisor.
Aligns work behaviors in conformance with NCO’s Purpose, Vision and Values and those established by the FRC.
Arrives to work on time and obtains approval from supervisor for planned absences or any changes in work schedule.
Maintains a high level of confidentiality in all aspects of work and in alignment with all applicable Agency policies, procedures, and guidelines.
Follows the NCO Injury, Illness and Prevention Plan, as well as all Agency and program safety protocols, procedures, and policies.
Stays focused on the job.
Takes pride in creating an efficient, collaborative work environment.
Treats co-workers and clients with respect.
Provides customer service in a culturally and linguistically respectful manner.
Represents NCO and its programs to the community in a positive light.
Dresses appropriately for the assigned job duties and responsibilities.
Effectively adapts to change.
Performs other duties as assigned or required.