Administrative Coordinator II

Visión Family Resource Center
40 hours per week
Bilingual English/Spanish required

POSITION OVERVIEW

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.

ESSENTIAL DUTIES AND 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.

ESSENTIAL WORK HABITS

• 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.

Qualifications

JOB QUALIFICATIONS

Education, Training and Experience:

• A high school diploma or equivalent is required; an associate’s degree or higher in Business, Office Administration, or a related field is preferred.
• A minimum of one year recent clerical or secretarial experience in a large business office is preferred.
• Bilingual/bicultural in Spanish/English is required

Level II

• Administer the grounds maintenance petty cash fund; follow NCO accounting policies and procedures to track and report expenditures from the fund.

Level III

• Supervise and direct assigned staff in alignment with NCO’s personnel policies and procedures.
• Other duties as assigned or required.

Knowledge of:

• 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.

Ability to:

• 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.

Necessary Special Skills or Requirements:

• 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.

WORK ENVIRONMENT/PHYSICAL DEMANDS

• While performing the duties of this job, the employee is regularly required to talk, hear, listen, communicate clearly, and collaborate respectfully with other staff.
• The employee frequently is required to sit; use hands to finger, handle or feel objects, use manual and automatic office equipment, and reach with hands and arms.
• The employee is occasionally required to stand; bend; reach down and stretch overhead; walk; climb or balance; and stoop, kneel, crouch, or crawl.
• The employee may frequently lift and/or move up to 25 pounds unassisted and may occasionally move and lift heavier materials with assistance using ergonomic guidelines.
• Specific vision abilities required by this job include close and distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• The ability to travel during the day and/or night, sometimes long distance – possession of a valid California Driver’s License and access to an insured vehicle is required.
• Interaction and contact with outside agencies, vendors, funders, volunteers, donors and contributors is a frequent aspect of this job.
• The employee will regularly use computers and computer printers, telephones and other similar electronic office equipment.
• The environment can be noisy and disruptive and includes the comings and goings of members of the public, vendors, and other staff members.

Note: This class specification should not be interpreted as all-inclusive. It is intended to identify the core essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA) or California FEHA. Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.