Customer Service Specialist/Administrative Assistant

Department: Facilities and Technology
Reports To: Director of Technology
Supervises: None
Classification: Non-Exempt (Full-time 8 hrs./day)
Schedule: Mon-Fri 7:30am-4:00pm
Salary Range: $23.46 (step 1) - $26.41 (step 5)

SUMMARY: This position is a combined full-time position with the role of administrative assistant and Customer Service specialist. Part of this position is responsible for all receptionist and clerical duties at the front desk of our main entrance. The other part will be responsible for providing support to the Facilities Manager and Technology Department. This person will be the “face” of the agency for all visitors and will be responsible for maintaining a positive first impression. The ideal candidate will have a friendly and easy-going personality while also being very perceptive and disciplined. They should be able to deal with complaints and give accurate information. A customer-oriented approach is essential.

ESSENTIAL FUNCTIONS:

• Keep front desk tidy and presentable with all necessary material (pens, sign in sheet etc.).
• Greet people entering the building, answer questions, provide directions and alert staff when someone is there to meet or visit them.
• Receive and route incoming telephone calls; take and transmit messages to staff.
• Manage the building log of who is entering and exiting the building.
• Be familiar with departmental and program services to serve as a resource for staff, partners, and clients.
• Accept deliveries and mail, organize them to be distributed to the correct recipients using the office mailing system and ensure they get to the recipient in a timely manner while also managing outgoing mail and packages for pickup.
• Organize and coordinate internal department functions and activities including but not limited to contracts, room reservations, set-up and clean up, ordering materials, supplies, catering/refreshments, registration, sign in sheets, organizing technology etc.
• Provide backup to fingerprinting services including but not limited to scheduling, processing payments, and fingerprinting customers as needed.
• Update facility meeting schedules daily electronically and paper room signs.
• Complete general information requests from customers.
• Receipt and transfer cash receipts to appropriate personnel as required.
• Work successfully as an ESD team member by contributing to the ESD Strategic Plan, including supporting agency initiative and sponsored events.
• Attend staff meetings and other trainings as requested.
• Provide daily assistance to the facilities manager and technology department, as well as, other programs throughout the agency as requested.
• Maintain program records, reports, and correspondence as needed.
• Make travel arrangements for program staff and contractors including ensuring that all arrangements are updated and in order for the traveler.
• Provide fiscal management support associated with annual budgets and expenditures including but not limited to preparing purchase orders and ordering needed supplies, tracking contracts, processing invoices, billing etc.
• Follow all applicable Board policies and procedures.
• Maintain confidentiality.

Supervisory: None

OTHER JOB FUNCTIONS:
Performs related duties as assigned.*

*Related duties as required are duties that may not be specifically listed in the Position Description but are within the general occupational series and responsibility level typically associated with the employee’s classification of work. QUALIFICATIONS:

• High School Diploma required.
• Bilingual and biliterate Spanish/English preferred.
• Prefer any combination equivalent to: Two years college-level course work in business administration, office management, office support training or related field; and/or three to five years of increasingly responsible administrative office support experience, including at least one year in an education environment.
• Competence with the use of Microsoft Office, Google Suite, and relevant equipment and software applications.
• Exceptional personal/office organizational, teamwork, and communication skills.
• Must be detail orientated and complete tasks according to agency deadlines, policies and project timelines.
• Ability to compose and format a variety of written communications such as memos, forms, brochures, and spreadsheets.
• Ability to work independently and adjust to a changing work environment.
• Ability to maintain a good working relationship with co-workers, school district personnel, and other stakeholders.
• Proven leadership in office management; ability to anticipate and plan for upcoming projects, reports and events; exceptional time management skills.
• Demonstrated excellent organizational and teamwork skills, ability to multi-task, while completing tasks in a timely manner, with excellent written and oral communication skills.

WSP/ FBI background clearance required.

Requires knowledge of:

• Effective communication strategies, both written and verbal

Requires the ability to:

• Communicate clearly and professionally with individuals from diverse backgrounds.
• Maintain confidentiality of all information; Follow safe work practices, work within the boundaries of confidentiality, and impart information tactfully and accurately.
• Efficiently operate computers and associated software, as well as general office machines.
• Apply strong and effective oral and written communication skills including accuracy in spelling, punctuation, composition, and grammar.
• Work independently and be able to adjust to a busy, changing work environment; history of managing a diverse workload supporting multiple projects and people.
• Exercise initiative and good judgment, make sound decisions, forecast, and prioritize work to meet deadlines, apply strong time management skills and exercise organization and accuracy in all tasks.

TRAITS THAT YOU MUST POSSESS:

• Proactive self-starter. A strong sense of taking initiative moving forward without waiting to be told what to do and how to do it.
• Flexible and can thrive in a fast-paced environment where you may have to wear several hats.
• Possess confidence while being humble – lack excessive ego or concern about status. Willing to share credit, emphasize team over self and define success collectively rather than individually.
• Hungry – always looking for more. More things to do, learn, and take responsibility for. Constantly thinking about the next step or opportunity.
• Smart – have common sense about people. Good judgement and intuition around the subtleties of group dynamics and the impact of your words and actions.

THESE STATEMENTS MUST RESONATE WITH YOU:
“Yes, that is possible. Let me handle it, I’ll figure it out.”
“I am not sure, but I will find out for you.”
“I have not done that before, but I can do it.”
“I take a see-it, own-it, solve-it, do-it approach.”

ABOUT OUR TEAM AND AGENCY
Helping students realize their dreams and aspirations is at the heart of everything we do at ESD 123. We accomplish this by embracing our employees as One Team, and operating with loyalty and commitment through compassion, dedication, and collaboration. At ESD 123, we strive to offer the highest quality customer experience by committing to our Culture Playbook, and always looking for ways to say, “Yes, and…” Each member of our ESD team must be humble, hungry, and smart, with a focus on making his or her teammates look good while working toward achieving our mission.

We want this position to be one that you are or can be passionate about and look forward to embracing. We want you to grow, be challenged, and have fun while doing things that you are skilled at and enjoy. We are looking for someone who is proud to join our ESD One Team!

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
Work is performed primarily in an office environment; however, travel may be required to local school districts and program sites, and for workshops, committee representation and conferences at local, regional, and state level. Sitting for extended periods of time may be required. Lifts and carries a maximum of 35 pounds. Adequate manual and finger dexterity, hearing, speech, and vision are necessary to perform the essential functions of this position.

Hazards: Those present in a normal office environment; no known significant hazards.

Job Type: Full-time

Pay: $23.46 - $26.41 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person