• As of December 31, 2021, all Fresno EOC employees must be fully vaccinated for COVID-19 and provide documentation of their vaccination status as a condition of employment, unless such employee has been approved for an exemption from the COVID-19 vaccination requirement as a reasonable accommodation for a medical condition or sincerely held religious belief.

SUPERVISORY RESPONSIBILITIES

None.

SUMMARY

Provide administrative support to the Equity and Impact Department staff by managing all incoming calls and requests, scheduling, billing, invoicing, and supporting front desk operations, including clerical and filing needs and coordinating information for the Director of Equity and Impact and other Equity and Impact staff.

DUTIES AND RESPONSIBILITIES/ESSENTIAL FUNCTIONS

Provides administrative support to Equity and Impact Department staff.

Familiar with the agency’s 35+ human services programs offered to the Community.

Answer all incoming calls as needed; provide information accordingly while working from home.

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

Submits requests for services to maintenance, cleaning, and other vendors/services as directed.

Type from notes from rough draft or verbal instructions. Generates a variety of written materials including correspondence, bulletins, memoranda, calendars, and reports.

Assists in the preparation meeting documents such as agenda and minutes, other documents, and maintains related records.

Assists with preparing documents and setting up meeting locations.

Assists in maintaining the conference room calendars, Executive shared calendar and others as assigned.

Assists in communications with teams and other departments.

Creates, maintains, and enters information into databases.

Maintains computer and file systems as directed.

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

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

Processes invoices and utilizes agency purchasing system(s) for purchases and approvals.

Maintains strict confidentiality in regards to files, records and discussions.

Ensures that reception and meeting areas are maintained in a professional and organized manner.

Orders and maintains inventory of office and breakroom supplies.

Makes travel arrangements for Equity and Impact staff as required.

Demonstrates outstanding customer service and maintains confidentiality at all times.

Travels for agency business as needed.

Maintains regular attendance and punctuality.

Works evenings and weekends as required.

Uses problem-solving skills to identify concerns and provide suggestions or solutions.

Monitor/trains LiveChat agents.

Develops and prepares detailed reports.

Responsible for coordination and assessment of specific projects.

Familiar with concepts, practices, and procedures as they relate to special projects.

Travels for agency business using reliable transportation.

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.

EXPERIENCE:

One (1) year of experience providing staff support to program operations.

OTHER QUALIFICATIONS:

Proficient in speaking, writing and communicating in English, Spanish a plus.

Proficient in Microsoft Office Suite and related business software. Must type at an accurate rate of 40 wpm.

Effective presentation, written and verbal communication skills.

Ability to analyze new situations and tasks and apply general information and knowledge to new assignments and projects that vary in nature. Seeks new information to enhance performance through a variety of means including but not limited to; internet research, meeting discussions and conversation with supervisor and colleagues.

Ability to prioritize work effectively. Understanding of ramifications of assigned tasks. Ability to work independently within guidelines of the program and make decisions using reliable resources.

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

COVID-19 vaccination required within 60 days of hire, unless approved for religious or medical exemption.

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 to finger, 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 20 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 wet and/or humid conditions, moving mechanical parts, and 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.

New: 1/23/2023