Administrative Assistant - Fresno, United States - Fresno Economic Opportunities Commission

Description

Job Description

SUPERVISORY RESPONSIBILITIES

None.

SUMMARY

Serves as the first point of contact for Energy Services Division via front/back desk and/or phone operations. Performs a variety of customer service and administrative tasks requiring thorough knowledge of office systems and procedures, including customer contact, answering telephones, data entry, billing, typing, word processing, office machine operation, and filing.

Assist in the fulfillment of the Agency's vision, For Those We Serve, by empowering individuals who thrive as healthy, self-sufficient and contributing members of our communities.

Champions the program's mission, Building strong communities through collaboration and providing quality services in weatherization, energy conservation, health and education.

DUTIES AND RESPONSIBILITIES/ESSENTIAL FUNCTIONS

Greets walk-in staff, applicants, guest, vendors, subcontractors, and visitors proving general information related to agency services. Offers instructions, seating, and directs guests, vendors, subcontractors, or visitors to appropriate staff.

Maintains contact with waiting staff, applicants, guests, subcontractors, or vendors and seeks assistance to ensure timely intervention on behalf of the visitor.

Maintains a friendly and professional atmosphere. Represents Fresno EOC Energy Services Division in a positive and professional manner at all times.

Supports field inspectors and program support in advising customers on available services under the customer's qualified program.

Serves as a liaison between customers, subcontractors, field staff and grantors.

Communicates with general public, customers, employees, contractors and grantors to answer questions, disseminate or explain information, take instructions, and address issues.

Attends trainings and meetings pertaining to Energy Services Division or professional development.

Demonstrates outstanding customer service, and maintains confidentiality at all times.

Uses logic and reasoning to identify alternative solutions, conclusions or approaches to solving problems.

Operates office machines such as photocopiers and scanners, facsimile machines, multiple phone lines and voice mail systems, and personal computers.

Answers telephones, responds to customer inquiries, directs calls, and takes messages. Ensures critical inquiries are answered in a timely manner or directs to appropriate staff for follow-up.

Maintains comprehensive and accurate records, documents, calendar dates, and reports. Manages the program's day-to-day calendar, including making appointments, securing travel arrangements, and prioritizing the most sensitive matters.

Manages difficult or emotional customer situations by responding to applicant's needs in a professional and friendly matter to create a positive outcome.

Assists with purchases and maintains inventory of supplies for staff.

Reviews files, records, and other documents to obtain information to respond to requests.

Types, formats, proofreads and edits correspondence and other documents.

Creates, maintains, and enters information into databases.

Opens, sorts, and routes incoming mail, answers correspondence, and prepares outgoing mail.

Compiles, copies, sorts, and files records of office activities, business transactions, and other activities.

Travels throughout Fresno County for company business using personal vehicle.

Works flexible, varied hours to meet the needs of this position.

Maintains regular attendance and punctuality.

Works evenings and weekends as required.

Performs other duties as assigned.

QUALIFICATIONS

To execute this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION:

High school diploma or GED.

College coursework in business, social services, construction, energy or related field preferred.

EXPERIENCE:

Minimum of one (1) year of related work experience demonstrating the ability to perform the essential functions of this job. Successful completion of office internship experience through vocational program/or Fresno EOC Employment and Training Program may substitute required experience.

OTHER QUALIFICATIONS:

Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.

Knowledge of creating and maintaining automated spreadsheets and using such data for progress reporting.

Hard working, self-starter, able to complete projects to specifications with limited supervision.

General knowledge of government sponsored program(s) eligibility requirements.

Proficient in Microsoft Office Suite and related business software.

Accurately type a minimum of 35 words per minute. Ability to use 10-key for data entry.

Effective presentation, written and verbal communication skills.

Willing to work non-traditional hours and days to meet the needs of this position.

Maintain a valid California driver's license, reliable transportation, adequate auto insurance as required by State law, and insurability by agency carrier for those driving agency vehicles.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands and fingers to handle or feel; and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

Note: The statements herein are intended to describe the general nature and level of work being performed, but are not to be seen as a complete list of responsibilities, duties, and skills required. Also, they do not establish a contract for employment and are subject to change at the discretion of Fresno EOC.

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