Section 1: Overview and Purpose of Position

Operations Assistant for busy nonprofit agency that serves a diverse population including individuals with limited English proficiency and/or disabilities. Primary duties include reception, office management and clerical support.

Section 2: Qualifications (skills, education, experience)

● High School Diploma or equivalent required.

● At least 2 years’ experience in public facing role and/or office environment

● Bi-lingual (Spanish most preferred, other languages also accepted)

Section 3: Responsibilities/Duties

Reception:

● Greet all incoming visitors, clients and staff and ensure proper sign in/out procedures are followed.

● Receive and refer clients/visitors to the appropriate staff member.

● Answers, screens and refers telephone calls.

● Provides basic guidance to navigate JVS services, including completing referral forms, applications, etc.

Office Management:

● Handle incoming and outgoing mail, including vendor deliveries.

● Manages online fax account and agency email account.

● Manage shared equipment and vehicles.

● Manage and maintain shared spaces and supplies.

● Other duties as assigned.

Clerical Support:

● Coordinate and maintain agency administrative records.

● Prepare documents, reports, correspondence.

● Data entry support for admin team.

Provides clerical and administrative assistance for special projects

Other Duties As Assigned

Section 4: Skills Needed

● Demonstrates culturally competent respect for all clients and guests through verbal and non-verbal behaviors and assists them as needed.

● Analyze and solve office support problems generally of a recurring nature

● Demonstrated proficiency with software programs such as Word, Excel, PowerPoint Outlook and Google Drive.

● Demonstrated ability to use technology in daily work activities.

● Works cooperatively with staff to ensure all duties are covered.

● Maintains positive work relationships, demonstrates cooperation with peers and supervisors, and contributes to a team environment.

● Demonstrates willingness to successfully resolve issues, problems, and dilemmas with other staff; resolves conflict with other staff directly.

● Provides a welcoming approach towards all clients, visitors and guests.

● Strong organizational and time management skills, with a proven ability to meet deadlines; able to effectively prioritize, delegate, and execute multiple tasks.

● Ability to be self-directed and highly flexible in daily work.

● Ability to work effectively in an environment that is multicultural and multilingual.

● Excellent verbal and written communication skills and the ability to develop positive working relationships with both internal and external collaborators.

● Strong computer skills and proficiency in Word, Excel, Google Docs and internet-based communication.

Section 5: Working Conditions and Physical Effort

● Regular hours Monday-Friday 8:00a – 5:00p.

● Much of the work is typically performed in an interior temperature-controlled office work environment. Position requires prolonged periods of sitting at a desk and working on a computer.

● Position is required to regularly sit; talk and hear, in person and by telephone; use hands to feel or operate standard office equipment; reach with hands and arms;

● Position requires frequent bending, squatting, sitting, standing, pulling, pushing, lifting, and moving items that may weigh up to 40 lbs.