JOB DESCRIPTION - Administrative Coordinator

Overview:
The Administrative Coordinator will manage the front desk of Family Services’ Administration office and will perform a variety of administrative and clerical tasks in support of the agency’s executive team.

Minimum Requirements and Essential Job Functions :

  • Must demonstrate capacity to be highly organized and detail oriented; to communicate clearly and concisely, verbally and in writing, in English; to work independently and as part of a team.
  • An Associates of Arts degree, certification from a business college or vocational school or minimum two-years work or volunteer experience that demonstrates relevance to the job duties.
  • Proficiency with Microsoft Office applications, including Outlook, word-processing, data bases, spread sheets and graphics required. 
  • Must possess valid California Driver License, availability of auto for business use, and minimal auto insurance as required by law.
  • Must be bondable. 
  • Must receive clearance from the Department of Justice Criminal Record Offender Information database.
  • Bilingual Spanish preferred.

Working Conditions:
Environment: 

  • The job is performed in a semi-private office setting under minimal temperature variations, in a generally hazard free environment and in a clean atmosphere.
  • May require occasional and minimal driving.

Physical:

  • Generally job requires 95% sitting, 3% walking and 2% standing.
  • Talking and hearing.
  • Close vision and ability to adjust focus.
  • Significant reaching, fingering and handling.
  • Minimal stooping or bending.
  • Some carrying, pushing, pulling or lifting.

The conditions described above must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.                

Supervision Received and Exercised:

  • Report directly to the Executive Director or designee.

Job Duties and Responsibilities:

  1. Greet clients/donors/visitors in a friendly and professional manner and assist them in connecting with the appropriate staff person.
  2. Answer telephone and direct calls to appropriate individuals or take messages as needed.  Also, answer general questions regarding Family Services and refer to community resources.
  3. Provide backup for HR & Fiscal Coordinators as requested.
  4. Copy and file as needed.
  5. Manage Outlook calendars, including setting appointments and meetings for executive staff.
  6. Maintain inventory of office supplies, including completion of departmental purchase order requests.
  7. Responsible for ordering and distribution of all agency supplies.
  8. Maintain physical condition of office and office equipment with regard to confidentiality, safety, productivity, comfort and appearance.
  9. Assist with fundraising and public relations efforts as needed.
  10. May assist with donor data management, gift acknowledgement, preparation of mailing lists, and agency giving reports.
  11. May assist with design of in-house print collateral.
  12. May assemble and prepare mailings, grant packages, donor packets, board packets and other materials.
  13. May prepare materials, coordinate schedules, and plan meals and logistics for meetings.
  14. Perform all duties in a safe manner so as to avoid injury to self and others.
  15. Maintain open communication with appropriate staff regarding completion of projects and any needs for additional work.
  16. Other duties as assigned.

FSLA Status: Full-time/non-exempt, w/benefits: Health, Dental, Vision, Life, 403(B).
Compensation: Hourly rate of $14.74.

Family Services is an Equal Employment Opportunity Employer                

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