Position Summary

Under the direction of the Sequoia Conference Center Manager, the Office Coordinator I organizes, coordinates and oversees the day-to-day activities; performs varied clerical duties; establishes priorities and organizes workflow and communication.

Distinguishing Characteristics

This position requires the ability to work as part of a team, supporting multiple positions throughout the department.  The Office Coordinator I demonstrates a positive attitude, flexibility and the ability to remain calm under pressure. This position works with direction from the supervisor and/or Office Coordinator II performing fundamental clerical services at the department level.

Essential Duties

• Prepare correspondence and memos from verbal instructions or notes; independently composes inquiries and/or replies.
• Initiate orders of materials upon request and maintains records of purchase orders, invoices and expenses in HCOE’s Escape accounting software.
• Prepare travel authorizations and expense claims and arrange travel and transportation for program staff.
• Prepare contracts and service agreements.
• Proofread print and digital copy
• Serve as backup for event set up/clean up at Sequoia Conference Center.
• Answer phones and take detailed messages in absence of department lead.
• Answer guest questions about venue and rental procedures.
• Manage event support services, including facility bookings, catering arrangements and/or beverage support, preparation of materials and attendance tracking.
• Establish and create custom layouts for events.
• Print out upcoming layouts for Sequoia Maintenance crew to set up.
• Schedule appointments for event committee meetings.
• Perform complex work requiring an elevated level of quality and accuracy, including the preparation of legal contracts, staff payroll, invoices, account receivables, vendor contracts and program reports.
• Assist in budget preparation and the monitoring of expenditures for travel, supplies, mileage, purchase orders, etc.

• Update and maintain Sequoia Conference Center website with layouts, event photos and content as needed.
• Monitor room booking system for incoming requests.

• Ensure all event related paperwork (rental agreements, certificates of insurance, ABC licenses, etc.)  are received and filed in a timely manner.
• Coordinate scheduling of additional support staff.
• Create Event Dossier for Support Staff for their shift’s event.
• Maintain inventory records for the annual inventory report.
• Create and maintain database of layouts and corresponding photos for Sequoia Conference Center website.
• Arrange and coordinate meetings with prospective clients about Sequoia Facilities.
• Manage linen orders for HCOE and outside organizations events.
• Maintain Sequoia Manager’s Outlook Calendar and ensure it is kept current with Room Booking System Calendar.
• Will be expected to learn new systems and procedures as they are implemented throughout the organization.

Qualifications/Employment Standards

Knowledge of:

• Receptionist and telephone etiquette techniques.
• Modern office terminology, procedures and office applications, including Google and Microsoft Office.

Ability to:

• Work independently.
• Communicate with tact and courtesy.
• Learn technological systems, including but not limited to Room Booking, and Fiscal systems.
• Respond to routine and non-routine inquiries.
• Adapt to changing work demands.
• Work under varying degrees of stress, including regular interruptions from staff and members of the public.
• Use varied computer skills, including word processing, spreadsheets, database management and graphics programs.
• Use professional English, grammar, spelling, vocabulary and punctuation.
• Organization of files and records.
• Establish and maintain effective working relationships with a variety of individuals and groups.
• Read and comprehend fine print such as contracts, spreadsheets and texts.
• Communicate effectively via telephone, computer-based communications platforms and in person.

Education and Experience

Minimum Required:

• Graduation from high school (or equivalent) and two years of progressively responsible office experience, or
• AA or AS degree

Working Conditions

With or without accommodation, this position includes prolonged periods of standing or sitting, frequent walking, and occasional bending, stooping, and reaching. The employee must be able to lift, push, and pull objects up to 30 pounds. Visual and auditory abilities are required to perform essential job functions.

Other Requirements

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
• TB testing and/or risk assessment will be required upon employment.
• Obtain a California Serve Safe Certification
• Other requirements as appropriate for the job responsibilities.
• The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Classified | Range 6
Pending CSEA Approval