Office Coordinator I

C2 GPS- Lower Rio Grande Workforce

13d•Onsite

About The Position

The Office Coordinator I provides administrative support for the workforce centers. This position will support the team by providing a wide variety of advanced clerical, secretarial, and receptionist tasks and duties.

Requirements

Exceptional customer service, interpersonal skills, and leadership skills.
Excellent problem-solving and critical thinking skills, organizational skill, and detail oriented.
Excellent verbal and written communication skills.
Knowledge of word processing, spreadsheet, technology, and computer skills.
Basic accounting knowledge.
Working knowledge of office machinery and automation, including any applicable software packages.
Ability to develop and maintain effective working relationships with management, coworkers, Board staff, and the public.
High School Diploma or GED required.
Valid driver’s license and proof of insurance with good driving record.

Nice To Haves

Associates or undergraduate degree preferred.
(1) year of relevant experience preferred.
Bilingual in English and Spanish highly preferred.

Responsibilities

Responsible for general administrative support functions for the department.
Ensures equipment and facilities are in appropriate working condition by serving as the primary point of contact for related work orders; responsible for center logistics (i.e., reservation of rooms); and ensures career center is always “tour ready.”
Provides minor Human Resources support (i.e., attendance tracking and time sheet reviews; status of staff training; compliance with mandated posters; submission of staff signatures for acknowledgement of new directives, etc.).
Coordinates supply order requests for the centers and maintains inventory controls for supplies (i.e., office supplies, janitorial supplies, support service packets, etc.) and keeps related vendor services logs (i.e., pest control, fire inspections, and alarm systems).
Establishes, develops, maintains and updates filing system for the department. Retrieves information from files when needed.
Arranges travel reservations and schedules for executive management, as needed.
Assists the Managing Director and the management team with preparation of presentation materials.
Sorts and distributes mail. Drafts written responses or replies by phone or e-mail when necessary. Responds to requests for information.
Answers phones for the department. Takes messages or fields/answers.
Types general correspondence, memos, charts, tables, graphs, business plans, etc. Proofreads for spelling, grammar, and layout, and makes appropriate changes. Responsible for accuracy and clarity of final copy.
Schedules meetings for Administration and center staff.
Performs other duties as assigned and fulfills responsibilities as required.
Maintains records for the applicable project(s).
Assists departments in proper records storage and control.
Complies with procedure for records retention.
Tracks materials removed from files in response to requests from authorized users.
Performs other duties as assigned and fulfills responsibilities as required.