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Overview

POSITION DESCRIPTION

Position:               Operations Support Specialist (Rev 01-24)
Reports To:          Executive Director
Status:                   Part-time (20-25 hours), Non-exempt
Location:              Redding, CA
Wage:                    $20.00 – $26.00 per hour depending on qualifications

Description of Work

The Operations Support Specialist is crucial in enhancing the organizational efficiency of Superior California Economic Development (SCED). This dynamic position involves executing a range of administrative and operational responsibilities essential for the seamless functioning of our business operations. This position requires independent judgment, flexibility/adaptability, and a professional image through in-person and written
communication.

Essential Functions of the Position

  • Supports the Executive Director with bookkeeping tasks, including but not limited to accounts payable, accounts receivable, and bank deposits.
  • Coordinates board of directors’ activities, including board member communications, scheduling meetings, preparing packets, taking minutes, and maintaining corporate/district files and databases.
  • Annually updates SBA reports, Form 700s, and JPA assessments.
  • Assists the Executive Director with completing EDA, USDA, and other reports.
  • Responds to inquiries regarding SCED programs and services.
  • Maintains SCED social media presence.
  • Acts as the administrative point of contact between the Executive Director and internal and external clients.
  • Works to ensure smooth processes, workflows, and communication with SCED board of directors.
  • Supports staff with daily, programmatic tasks.
  • Answers main phone line directing calls and messages as needed.
  • Maintains the Executive Directors calendar, arranges meetings and appointments, and provides reminders.
  • Organizes and maintains an accurate records system so that information can be efficiently filed and located using traditional office methods as well as electronic methods.
  • Provides administrative support to conferences, seminars, meetings, and roundtable discussions.
  • Initiates contracts and agreements needed for events and special projects, along with working on drafting letters of support.
  • Organizes staff development gatherings and professional development.
  • Reconciles purchasing card and support reconciliation of staff credit cards.
  • Assists the Executive Director and other staff with travel arrangements as needed.
  • Ensures all policies are updated and reviewed annually by board of directors.
  • Produces reports, presentations, and briefs as requested.
  • Schedules and coordinates staff meetings.
  • Greets and directs visitors at the office.
  • Monitors and orders office supplies.
  • Assists with projects of other SCED team members.
  • Coordinates, manages, and oversees assigned events, trainings, meetings and activities related to projects and regular work of SCED.
  • Attends meetings as required with some required travel.
  • Maintains SCED contact lists and proofread and updates the newsletter.
  • Performs other duties as assigned.

Required Education, Skills, Experience and Training

  • High School Diploma or equivalent education.
  • 1 – 2 years of experience as an Administrative Assistant, Executive Assistant or office/sales experience.
  • Advance knowledge of MS Office Suite.
  • Ability to establish work priorities.
  • Perform described duties and tasks with a high degree of independence and considerable freedom of action.
  • Exemplary planning and time management skills.
  • Ability to multitask and prioritize daily workload.
  • Discretion and confidentiality.
  • Highly motivated and detail-oriented
  • Strong organizational skills sufficient to plan and organize meetings, events, and workshops, as well as organize and prioritize one’s own and others’ work.
  • Demonstrate ability to work collaboratively in a team environment.
  • Strong proofreading and writing skills.
  • Skill in customer service sufficient to perform the duties described with courtesy, respect, and interest in positive problem-solving.
  • Ability to use customer service skills on the phone, in person, and online to provide effective general and specialized office support and manage customer relationships – both internal and external.
  • Knowledge of math sufficient to add, subtract, multiply, and divide whole numbers, fractions, and decimals. Calculate percentages and use simple fractions.
  • Skill in word processing sufficient to prepare memos, reports, invoices, financial statements, and other documents.
  • Skill in developing, modifying, and using advanced spreadsheets
  • Knowledge of English (speaking, writing, and reading) sufficient to perform the job duties described above using reading, writing, and speaking skills.
  • Knowledge of typing/keyboarding skills sufficient to perform typing tasks with speed and accuracy.
  • Previous experience in a small business environment or nonprofit organization is preferred.

Preferred Education, Skills, Experience and Training

  • College degree.
  • Experience with nonprofit grant writing.
  • Strong decision-making skills.

Working Conditions and Environment

This position requires sustained effort related to public contacts, organizational issues, planning, and technical areas. The individual must be able to perform reliable work in both independent and team project settings, mainly using a computer to complete projects. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The basic workweek is twenty-seven (27) hours, Monday through Thursday. This position is an on-site (in-office) position. Although some duties may be periodically performed remotely, the incumbent is expected to work locally out of the SCED office. SCED is a Drug- Free Workplace and Equal Opportunity Employer.

Travel Requirements

While performing the duties of this position, the employee is occasionally required to travel outside of the assigned work area. Travel may include, but is not limited to, Trinity, Siskiyou, and Modoc counties and conferences/trainings in other areas as appropriate. Possession of a valid driver’s license is required.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to use hands to handle or feel and reach with hands and arms. The employee is occasionally required to stand and walk. The employee must regularly lift and /or move up to 10 pounds, and frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision.

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

EEO Statement:

Superior California Economic Department is an Equal Employment Opportunity Employer.

At-Will Employment:

I understand that my employment with Superior California Economic Department is considered at will, meaning that either the organization or I may terminate this employment relationship at any time with or without cause or notice. This job description is not a binding contract and signing this document does not change the fact that Superior California Economic Department is an at-will employer.

Minimum Education and Experience

Minimum Months of Experience: 12
Education Required: High School
Minimum Hourly Wage: 20.00
Maximum Hourly Wage: 26.00