W869
Located in Sausalito, CA
Pay: Starting at $25/hr.
Job Full Description
Job Title: Receptionist/Office Administrator
Schedule: Monday - Friday 8:00am - 5:00pm
Description/Requirements: Performs administrative duties, providing basic to mid-level administrative support, such as phones, reception, supporting the senior and other office personnel, document-processing and records management. Must have a basic working knowledge of computers and programs, such as Microsoft Office Suite, Adobe Acrobat, Google Suite, Zoom meetings, etc. The assistant will interact with other office personnel to obtain answers and knowledge to assist callers and visitors.
TYPICAL DUTIES
- Answering the phone: must be able to speak clearly and hear normal conversations; must be able to take messages accurately and pass on information as well as determine the correct person to route the inquiries to. Must be able to obtain information from various sources on fire department related topics and use it to respond to first level questions to reduce the need to pass callers to other staff members.
- Liaise with many different levels of officers and office and field personnel. Must be a self-starter, willing to proactively find answers without the need of constant supervision.
- Handwriting must be legible; must be able to handle and process several incoming calls at once; be able to process complaints and handle challenging situations, both on the phone and in person. Must be able to route inquiries efficiently by email.
- Monitoring/responding/routing general admin email.
- May pick up and deliver mail, process and sort mail.
- Book reservations/make travel arrangements for various conferences/assist with conference room reservations and arranging food for meetings.
- Inventory and order office supplies, kitchen equipment and supplies, and manage the postage meter.
- Order and pickup/arrange delivery of food and related items for small and large meetings. Asist with set up/cleanup for events such as training or recruitment.
- Act as liaison with building management, ensure integrity of physical office operations.
- Keep office printer in working order and assist with any copy/print/scan needs.
- Run miscellaneous department related errands and assist with paperwork and logistics.
- Maintain phone lists, forms and templates. Help organize documents on google drive.
- Assist Custodian of Records in locating documents and formatting responses to Public records Requests.
- Occasionally back up the Board Clerk during meetings.
QUALIFICATIONS
- Proficient in answering telephones and routing calls.
- Professionalism, ability to take direction, follow-through and high level of attention to detail. Must be a self-starter, requiring minimum supervision.
- Individual capable of effectively working with all levels of general public, staff, personnel, other first responder and public agencies, as well as senior officers and Chiefs.
- Passionate about providing the highest level of customer service, both externally and internally, is essential.
- Proficient in the English language, both in written and spoken form, grammar and arithmetic.
- Comfortable with modern office methods and practices.
- Some experience with business document writing, proofreading and editing skills.
- Ability to handle stressful situations: be able to identify emergencies and pass on emergency information to the appropriate entity.
- Able to work with upset and challenging members of the community.
- Must be able to manage changing priorities
- Must be comfortable working with and protecting confidential information
- Able to occasionally work outside of regular business hours.
Call our office 415-472-5400
Visit our office 38 Mitchell Blvd, San Rafael, CA, 94903
Send your resume to Jobs.SanRafaelCA@ExpressPros.com
San Rafael, CA
3162
38 Mitchell Boulevard
San Rafael, CA 94903
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