Job Abstract

Requisition ID: req52364

Job Title: Operations Specialist

Sector: Operations

Employment Category: Regular

Employment Type: Full-Time

Compensation: USD 26.00 - 26.80 Hourly

Location: Sacramento, CA USA

Work Arrangement: In-person

Job Description

• Daily opening and/or closing the Sacramento office as schedule and office use needs permit.
• Provide support to the Sacramento office by serving as a focal point for day-to-day front office administration.
• Greet clients, visitors, donors, job candidates, and other important IRC stakeholders with a high degree of professionalism.
• Directs visitors to waiting area, as needed; monitors guest waiting time.
• Places/directs phone messages to appropriate program staff; tracks written messages.
• Interviews/assesses first-time visitors to determine which program and staff member they need to see.
• Collect payments and assists with appointments for immigration and legal services.
• Oversee operations in reception office and copy rooms, including receiving and distributing mail and deliveries, restocking office supplies, and posting office closure signs.
• Assist with overseeing front office interns and volunteers, including arranging full intern coverage at reception desk.
• Maintain a clean and welcoming waiting room.
• Provide interpretation between clients, and program staff and interns at the front office, when possible or dependent on language capacity.
• Work in collaboration with program staff to create and maintain a regularly updated collection of local client resources and contacts.
• Receive and distribute mail and deliveries.
• Maintain a check-in system for client appointments across departments.
• Regularly update front office memos and announcements board, and inform occasional interns/volunteers of policy changes as necessary.
• Other related activities as assigned.

• Serve as the office’s secondary point for IT and communications infrastructure, hardware, and software matters.
• Work with Operations Coordinator to address any internet or telecommunications service disruptions, liaising with local internet and telecommunications service providers.
• Serve as the office’s back up for day-to-day S&S matters.
• Escalates and reports incident management to Operations Coordinator. Report S&S incidents involving covered persons in accordance with established protocols.
• Order office supplies, equipment etc. in accordance with supply chain and financial compliance guidelines.
• Assists when needed managing Integra vendor creation and billing/invoices in coordination with Operations Coordinator.
• Assists Operations Coordinator in facilitating procurement through Integra of client goods and staff equipment.
• Support smooth functioning of office infrastructure including communications equipment and services.
• Assists with planning and coordinating office events and meetings.
• Assist staff with day-to-day office administration and support.
• Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC Sacramento.
• Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies.
• Other duties as assigned.

• College degree preferred; Equivalent years of related work experience may be substituted;
• At least 2 years’ relevant work experience in office administration; human resources, facilities management, procurement or related field;
• Tech savvy; and ability to troubleshoot basic hardware and software issues preferred;
• Ability to multi-task and work under pressure;
• Exceptional communication and organizational abilities.
• Demonstrated success working and communicating effectively across teams and in a multi-cultural environment;
• Proven ability to contribute both independently and as a key team member;
• Self-starter with excellent problem-solving skills combined with the ability to prioritize duties and manage time effectively;
• Fluent in English, both spoken and written; ability to communicate in a refugee language strongly preferred;
• Proficient in Microsoft Office applications (Word, Excel, Outlook) and strong keyboarding skills and internet usage skills; database familiarity a plus.

• Standard office environment
• This role requires working from the office 5 days per week.
• Ability to safely lift 25 lbs