Operations Program Assistant

Crisis Support Services of Alameda County•Oakland, CA

3d•Onsite

About The Position

The Operations Assistant will provide crucial administrative and logistical support to the Operations Officer and the Facilities and Admin Coordinator with a focus on 988 program staff, interns and volunteers. This role is essential for maintaining the smooth daily operations of our facilities, with responsibilities spanning front office duties, general administration, facilities support, and technology assistance. The ideal candidate is a proactive, detail-oriented professional with excellent interpersonal skills, a strong ability to multitask, and a passion for supporting a positive and productive work environment.

Requirements

Proven experience in an administrative or operations support role.
Exceptional organizational and multitasking abilities, with strong attention to detail.
Excellent communication and interpersonal skills to effectively collaborate with staff, vendors, and visitors.
Proficiency with basic technological troubleshooting (e.g. helping with rebooting systems, resetting passwords, fixing printer jams etc...)
Proficiency with Google Workspace Suite
Ability to work independently, take initiative, and problem-solve in a fast-paced environment.
Must be able to commute onsite to fulfill the role's onsite requirements 4 days a week - 5 hours per day OR 3 days a week - 7 hours, 7 hours, 6 hours
Occasionally available on weekends and evenings for staff events. Approximately 4 - 8 times per year
Must live within a 100 mile radius of Oakland, CA 94609
Must have a valid U.S. Driver's License & reliable access to an insured vehicle.
Must complete Background Check (DoJ) and LiveScan
Must be fully vaccinated against COVID-19 (Fully vaccinated is defined as having received both initial doses of either the Moderna or Pfizer vaccine OR the single dose of the Jansen vaccine and at least one booster.) Or have a valid religious or medical exemption.

Responsibilities

Front Office & Visitor Management Serve as the first point of contact, greeting and welcoming all visitors, clients, and employees in a professional and friendly manner.
Manage incoming phone calls, faxes, and web inquiries directing inquiries and providing accurate information.
Monitor and manage visitor access, ensuring compliance with all security protocols.
Facilities Support Assist the Facilities Coordinator with day-to-day facilities tasks, including submitting and tracking maintenance requests.
Help ensure the upkeep and cleanliness of the 988 call center, training conference rooms, and common spaces.
Manage and restock inventory of volunteer snacks and general office supplies.
Technology & Systems Support Provide basic IT support and troubleshooting for staff, volunteers, and interns, escalating more complex issues to the CSS tech support team as needed.
Assist with the setup of new staff workstations and maintain an up-to-date inventory of technology equipment.
Operational, Fiscal, and Administrative Tier 1 Support Provide general administrative support as requested by the Operations Officer and Facilities Coordinator.
Assist with the organization and maintenance of operational records, contracts, and policies.
Provide fiscal department support by maintaining filing and printing processes to ensure compliance with accounts payable and accounts receivable.
Pick up the mail from the PO Box on Mondays and Wednesdays Provide printing and faxing support for 988 training and follow up program - ensuring proper documentation for reimbursements Provide purchasing support for 988 training events, conference registration, and office supplies Prepare supporting documents for 988 reimbursements, including monthly payroll reports, credit card and purchasing reports, and other necessary documentation
Agency Compliance & Training Support: Support the tracking and implementation of agency-wide trainings and requirements related to technology, workplace safety, and disaster preparedness.
Track and report on all compliance trainings for 988 staff and volunteers, ensuring completion of required modules and certifications.
Assist in the collection and organization of documentation for compliance-related investigations and reporting.
Maintain accurate records of compliance activities, with a focus on 988 staff and volunteers ensuring a seamless and efficient process.
Event Support Assist in the logistical planning and execution of internal and external agency events.
Coordinate event-related tasks, including setup, materials preparation, and managing guest lists.