Job Summary
Under the direction of the Community Outreach and Engagement and the Sequoia Conference Center managers the Office Coordinator I organizes, coordinates and oversees 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:
- Prepares correspondence and memos from verbal instructions or notes; independently composes inquiries and/or replies.
- Initiates orders of materials upon request and maintains record of purchase orders, invoices and expenses.
- Prepares travel authorizations and expense claims and arranges travel and transportation for program staff.
- Prepares contracts and service agreements.
- Proofreads print and digital communications.
- Serves as backup to print shop when needed.
- Serves as backup for event set up/clean up at Sequoia Conference Center.
- Answers phones and takes detailed messages in absence of department lead.
- Answers phones for the HCOE receptionist during the receptionist’s lunch hour.
- Answers guest questions about venue and rental procedures.
- Manages event support services, including facility bookings, catering arrangements and/or beverage support, preparation of materials and attendance tracking.
- Establishes and creates custom layouts for events.
- Schedules appointments for event committee meetings.
- Performs 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.
- Assists in budget preparation and the monitoring of expenditures for travel, supplies, mileage, purchase orders, etc.
- Handles and distributes mail for the organization in the absence of the HCOE receptionist.
Employment Standards:
Knowledge of
- Computer systems operations and software, including database systems;
- Education organization, policies and procedures;
- General office practices, procedures and equipment;
- Proper English usage, grammar, spelling, vocabulary, punctuation;
- Organization of files and records;
- Customer service standards;
- Budgets and contracts
Ability to
- Maintain high degree of confidentiality, discretion and judgement;
- Respond to routine inquiries;
- Follow oral and written directions;
- Operate modern office equipment;
- Adapt to changing work demands;
- Manage task priorities to meet deadlines;
- Exercise good judgment and seek assistance when appropriate
- Work under varying degrees of stress with regular interruptions;
- Establish and maintain effective working relationships;
- Communicate effectively with tact and courtesy with a diverse population.
Education and Experience
Minimum Qualifications
- Graduation from high school (or equivalent) and two years of progressively responsible office experience, or
- AA or AS degree
Preferred Experience
Experience in an education setting
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.
- 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.
Salary: Range 6 on the adopted salary scale for classified employees.