Service Center Secretary/Office Support Assistant (Administrative)

Definition: As a part of the ATCAA team, the Service Center Secretary/Office Support Assistant plays an essential role in ATCAA as a whole. This position is usually the first contact for visitors or callers to the Agency. A primary responsibility of this position is to be able to determine the needs of visitors and callers, to direct them to the appropriate ATCAA staff person and/or service, and to provide information and referral to other community resources as needed. The position also provides ongoing clerical support to the service center office staff, such as computer assistance, typing, copying, processing mail, filing, etc. In addition to providing back-up for the Energy Department, this position is responsible for assisting in client intake, determining eligibility, and assistance with completing Energy forms and applications. The position's responsibilities will also entail maintaining the buildings and grounds of the agency service center, overseeing the upkeep of equipment and supplies, determining and scheduling building maintenance/repairs, and coordinating safety inspections.

Supervisor: Utility Assistant Manager

Job Duties and Responsibilities Related to This Position:

Ensure daily that the office is open on time and ready to operate:

Sanitize front office surfaces;
Make sure copiers' paper bins are full and replace toner cartridges if needed.

Receive clients and visitors in a friendly, courteous manner; direct them to the appropriate program staff or set up appointments;
Answer multiple telephone lines in a professional manner, direct calls to appropriate staff, or take messages as necessary;
Maintain current information and referral material as a resource and/or reference;
Actively listen to clients to determine their needs; provide information and referral to the appropriate ATCAA programs or other community services;
Sort, receive, and distribute daily incoming and outgoing mail and agency/program supplies, including occasional bulk mailings;
Maintain records and logs; prepare month-end reports for copying, postage, telephones, petty cash, etc. and forward to fiscal staff;
Maintain an accurate filing system; file and retrieve materials as needed;
Receipt and secure cash and checks and submit to administration;
Keep the front office and lobby areas neat, clean, organized and uncluttered to project a positive, professional first impression to the public;
Post lunch time relief calendar for staff members to sign up and keep the doors open during lunch, Monday through Thursday;
Provide general clerical support for Program Managers and staff as needed;
Assist with board meeting preparations:

Pick up food and beverages;
Assure conference room is clean and presentable;
Maintain inventory of plates, cups, bowls, utensils, etc.;
Food presentation.

Building, equipment, and supplies:

Maintain adequate and organized inventory of office supplies (such as copier paper and toner, computer supplies, housekeeping supplies, routine office supplies, current Agency forms, etc.); order and distribute as required;
Ensure office equipment is properly maintained and serviced;
Under direction of supervisor:

Act as contact for general office activities, such as janitorial, repairs of premises and office machines, etc.;
Resolve issues with the building and facilities, such as needed maintenance or emergency repairs to meet health and safety standards;
Carry out regular visual checks building/office condition to identify any areas where improvement or repair is needed;
Monitor the safety and cleanliness of interior and exterior areas, such as offices, conference rooms, parking lots;
Schedule routine inspections and emergency repairs with outside vendors;

Assist with maintaining documentation of Pre- and post-use vehicle inspections and maintenance of general use ATCAA vehicles.

Energy Intake:

Provide backup assistance to the Energy Program by interviewing program applicants and determining client eligibility;
Assist clients in accessing ATCAA services, with assistance in completing ATCAA forms and applications for services as appropriate;
Make copies of all client documents for program back-up.

Minimum Qualifications:

Meet all federal/state licensing requirements and/or program requirements necessary for this position: possess a valid California driver's license, an acceptable driving record and fingerprint clearance;

Education:

High school diploma or equivalent;

Experience:

Proficiency in using computer software programs including word processing (Word), spreadsheets and data base systems (Excel), Internet and E-mail;
Have experience or aptitude and willingness to learn cloud based systems; specifically Microsoft Office 365 and OnePoint (Human Capital Management); develop proficiency in both systems as related to the roles and responsibilities of this position within one year;
General office practices and routine office machines;
Proven organizational, oral and written communication skills;

Ability to:

Ability to provide exemplary customer service to individuals of varying economic, educational and culture background;
Type accurately at 35 WPM or better;
Lift 30 pounds.

Desired Qualifications:

Knowledge and experience with Microsoft Access;
At least two years work experience in an office setting.