Operations Specialist jobs in Stockton, CA

JOB DESCRIPTION

Job Title: Operations Support Specialist Business Unit: Administration

Supervisor: Co-Reports to Executive Director and Human Resource Director

JOB SUMMARY

The Operations Support Specialist (OSS) is responsible for facilitating the overall operation of the Agency by performing as the first point of contact for callers, visitors, employees, vendors, clients, and regulatory officials, etc. The person in this role must be able to maintain confidentiality, rise above day-to-day idle talk, and unconstrained conversations, and stay on task while establishing and maintaining effective working relationships with those contacted both inside and outside of the work location. General duties of this position include managing the front desk and multi-line phone system, assisting with the hiring process, managing the web page, various office tasks, and assisting with special projects. This position is a critical component of the agency and professionalism in appearance, demeanor, and dress is required.

Essential Functions

1. General Duties:

• Manage multi-line phone system and direct callers to appropriate staff
• Serve as gatekeeper to the staff, screening calls, taking messages, and dispersing non-emergency communication.
• Enforce and maintain overall building security by monitoring cameras, screening visitors, ensuring badging is assigned when applicable.
• Maintain upkeep of building: including ongoing maintenance, calendared inspections, and one-time projects
• Serve as an initial contact with contractors, both scheduled and call-ins
• Maintain Facility Binder with contractor information
• Establish and maintain facility work order list
• Ability to decipher information for policy creation, updating and administration where needed
• Speaks and performs work with discretion to maintain the confidentiality of consumer and employee business
• Maintain program supply inventory; obtain estimates from vendors and order supplies when indicated
• Receive screen and sort office mail, email mail log and route mail to appropriate staff.
• Organize and schedule work to maximize efficiency
• Establish, update, and maintain the Fleet program
• Assist as directed with scheduling inspections, training, and general upkeep of the Safety program
• Tracking and hiring duties as assigned to facilitate necessary interviews, screenings, and hiring prerequisites
• Liaison between COVID-19 laboratory & Arc, schedule covid tests and assemble kits
• Ability to work as directed
• Work independently in the absence of supervision
• Determine work priorities, work independently, and follow through on tasks
• Analyze situations carefully and adopt an effective course of action
• Perform additional duties as assigned

2. Knowledge of conventional office equipment and procedures

• Operate a basic computer word processing system, fax machine, and calculator
• Ensure office equipment is maintained in working order by scheduling maintenance and supplies
• Must be proficient in business writing and excel
• Principles and practices of filing and record keeping
• Must be able to communicate well at all levels of the agency and with the public utilizing proficiency in English, grammar and verbal skills

3. Demonstrates professional demeanor and work performance

• Demonstrate professional phone skills
• Demonstrates professional, positive attitude when interacting with staff, volunteers, and the public
• Interacts in a positive manner with consumers
• Communicate clearly and concisely to all levels of the agency and public, both verbally and in writing by using proficient English and grammar.

5. Safety Program

• Assist in the coordinated effort for maintaining the facility safety program including but not limited to scheduling and facilitating monthly safety drills, maintaining annual fire extinguisher inspections, building inspections, and other routine inspections, etc.
• Report any issues to authorized personnel
• Complete a UIR for any safety issues/ vandalism
• Establish a tracking mechanism for facility maintenance, repairs, and safety items
• Reports and follows up on all maintenance and repair issues immediately
• Monitor surveillance system

6. Fleet Program

• Maintains and upkeeps a Fleet file with all The Arc San Joaquin vehicles
• Schedule route appointments for maintenance on vehicles
• Facilitate the programs with vehicle scheduling as needed
• Track and maintain an all-vehicles data on Excel spreadsheet
• Track and maintain record of vehicles registration, and DMV records

7. Contributes to the mission, values, and goals of Arc-San Joaquin

• Support the agency and the program to accomplish its stated goals
• Participate in special projects
• Adhere to the policies and procedures of Arc-San Joaquin
• Maintain a high level of confidentiality of employees, & consumer information
• Demonstrates sensitivity to and an understanding of the diverse socioeconomic, cultural, linguistic, ethnic backgrounds and disabilities of the community we serve.
• Always represents The Arc in the upmost professional manner during work hours and in the public at community events
• Performs other duties as assigned, prioritizing seamless functionality of the agency

Education and Experience

Necessary to perform the essential functions of the job

• Standard: A high school diploma and Vocational Education Diploma/Certificate in Safety Management and Operations, and 2-5 years of related experience required
• Preferred: Associate degree and 1 -2 year of related experience preferred

Job-related experience:

• General secretarial skills: word processing, use of office equipment, and computer
• Proficient in the following computer programs: Word, Excel, Outlook, & PowerPoint
• Experience in facility, safety management and/or operational maintenance

Certification / Licensure

A valid California driver’s license and evidence of insurability

Skills necessary to perform the key responsibilities of the job

____Reading, English proficiency

____Writing, English proficiency with business use of grammar and layout

____Math, basic concepts including time and scheduling

____Communication Skills, proficient both verbally and in writing

____Problem Solving, critical and analytical thinking

____Using Telephone, multi-line, and the ability to screen and efficiently multi-task

____Interpersonal Skills including emotional intelligence

Environmental Conditions

Office environment: exposure to computer screens, extensive contact with staff and people served.

Physical Conditions

Essential duties may require maintaining physical condition necessary for sitting, standing, walking, and maintaining alertness for prolonged periods of time, extensive use of computer keyboard.

Job Type: Full-time

Pay: $18.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Associate (Required)

Experience:

• Customer Service and Operations: 2 years (Required)

License/Certification:

• Driver's License (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person