Administrative Assistant; Bilingual

Fresno Economic Opportunities Commission

Job Category

Overview

Description

Required for this position:
Bilingual; able to read, write, and speak Spanish proficiently

SUPERVISORY RESPONSIBILITIES

None.

SUMMARY

Serves as the first point of contact for Energy Services Division via front/back desk and/or phone operations. Performs a variety of customer service and administrative tasks requiring thorough knowledge of office systems and procedures, including customer contact, answering telephones, data entry, billing, typing, word processing, office machine operation, and filing.

Assist in the fulfillment of the Agency's vision, For Those We Serve, by empowering individuals who thrive as healthy, self-sufficient and contributing members of our communities.

Champions the program's mission, Building strong communities through collaboration and providing quality services in weatherization, energy conservation, health and education.

DUTIES AND RESPONSIBILITIES/ESSENTIAL FUNCTIONS

Greets walk-in staff, applicants, guest, vendors, subcontractors, and visitors proving general information related to agency services. Offers instructions, seating, and directs guests, vendors, subcontractors, or visitors to appropriate staff.

Maintains contact with waiting staff, applicants, guests, subcontractors, or vendors and seeks assistance to ensure timely intervention on behalf of the visitor.

Maintains a friendly and professional atmosphere. Represents Fresno EOC Energy Services Division in a positive and professional manner at all times.

Supports field inspectors and program support in advising customers on available services under the customer's qualified program.

Serves as a liaison between customers, subcontractors, field staff and grantors.

Communicates with general public, customers, employees, contractors and grantors to answer questions, disseminate or explain information, take instructions, and address issues.

Attends trainings and meetings pertaining to Energy Services Division or professional development.

Demonstrates outstanding customer service, and maintains confidentiality at all times.

Uses logic and reasoning to identify alternative solutions, conclusions or approaches to solving problems.

Operates office machines such as photocopiers and scanners, facsimile machines, multiple phone lines and voice mail systems, and personal computers.

Answers telephones, responds to customer inquiries, directs calls, and takes messages. Ensures critical inquiries are answered in a timely manner or directs to appropriate staff for follow-up.

Maintains comprehensive and accurate records, documents, calendar dates, and reports. Manages the program's day-to-day calendar, including making appointments, securing travel arrangements, and prioritizing the most sensitive matters.

Manages difficult or emotional customer situations by responding to applicant's needs in a professional and friendly matter to create a positive outcome.

Assists with purchases and maintains inventory of supplies for staff.

Reviews files, records, and other documents to obtain information to respond to requests.

Types, formats, proofreads and edits correspondence and other documents.

Creates, maintains, and enters information into databases.

Opens, sorts, and routes incoming mail, answers correspondence, and prepares outgoing mail.

Compiles, copies, sorts, and files records of office activities, business transactions, and other activities.

Travels throughout Fresno County for company business using personal vehicle.

Works flexible, varied hours to meet the needs of this position.

Maintains regular attendance and punctuality.

Works evenings and weekends as required.

Performs other duties as assigned.

QUALIFICATIONS

To execute this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION:

High school diploma or GED.

College coursework in business, social services, construction, energy or related field preferred.

EXPERIENCE:

Minimum of one (1) year of related work experience demonstrating the ability to perform the essential functions of this job. Successful completion of office internship experience through vocational program/or Fresno EOC Employment and Training Program may substitute required experience.

OTHER

QUALIFICATIONS:

Knowledge of administrative and…