Job Title: Office/Operation Assistant Job Type: Full Time Salary: $22/hr or DOE Company offers health benefits Free Vision and Dental Work Area & Hours of Operation: Must be flexible in availability This is a full time, permanent position. The schedule is Monday through Friday position, 8 am- 5 pm with 30 minute lunch. Summary Under direct supervision, performs a variety of routine clerical, reception, and office/operation support functions; performs other related duties as required. This position requires the ability to multi task and fill in where needed. Dependability, trustworthiness and a positive attitude are essential. Responsibilities and Duties: Inventory Control Maintains supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; delivering supplies to work stations. Maintains office equipment by completing preventive maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation; ppe log Office and Operation Support Answers phone calls, questions or refers inquiries; forwards messages; picks up supplies on a periodic basis; processes invoices and payments in Quickbooks; makes customer/collection calls on overdue invoices; performs monthly reconciliation across functions and systems; Receive payments and Issue receipts to drivers; Create and process tickets; Count all money in drawers. All daily totals for weights and paid out are entered onto the log sheet and totals should match for money paid out and money in drawers; review and audit internal processes; maintains or documents processes and performs training as needed; supports team members in submission of claims, document training process, assisting managers. Recordkeeping Responsible for maintaining office filing and recordkeeping systems; enters, edits, and retrieves data; processes forms such as expenditure claims, employee time sheets, deposit forms, courier distribution logs, mandated cost reports, purchase requisitions and online supply orders; maintains databases, records, confidential files and other related information for department needs. Document Preparation Produces letters, memos, spreadsheets, and agendas from straight copy, rough draft, or oral instructions; completes forms, requisitions and other documents; submits print requests; prepares pamphlets, flyers, manuals, and handbooks; proofreads assignments for accuracy and completeness; fax, scan and copy documents Communication/Customer Service Answers and routes telephone calls; conveys information both orally and in writing; answers inquiries from parents, staff, students, and other clients regarding departmental rules, regulations, policies and procedures; directs clients to appropriate resources; acts as office receptionist greeting and directing visitors; schedules and coordinates meetings for supervisor; provides materials, and initiates requests for information when required. Staff Support Coordinates and prepares for meetings and special events by assisting with registrations, payments, and confirmation, reserving rooms, and arranging for refreshments and necessary equipment; duplicates, sorts and distributes various documents; prepares bulk mailings; maintains departmental calendars; coordinates and confirms conference room reservation schedules; sends, receives and distributes faxes and e-mail; sorts, distributes, and redirects mail; maintains inventory of office supplies and orders as necessary; operates standard office equipment. *Performs other assigned duties that are within the area of knowledge and skills required by
the job description. *Enhances organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments. Education and Experience

• High School Diploma or equivalent
• Business college training an advantage
• Previous office experience may be requested but this can also be entry level position
• Competent computer skills including MS Office or equivalent
• Internet skills including use of e-mails, group messaging and data collection
• Numeracy and literacy skills

Key Competencies

• Highly reliable and team player
• Strong verbal and written communication skills
• Strong organization and planning skills including managing work and prioritising skills
• Able to work in teams and independently with strong problem solving skill
• Competent computer skills including MS Office or equivalent
• Flexible and has an attention to detail
• Internet skills including use of e-mails, group messaging and information gathering
• Previous office experience may be required but this is also an entry level position

Preferred Competencies

• Previous experience in similar role
• Ability to speak English & Spanish

Financial Duties:

• Expense reports
• Processing payments
• Billing

Benefit Conditions:

• Waiting period may apply
• Only full-time employees eligible

Work Remotely

• No

Job Type: Full-time Pay: $22.00 per hour Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Customer Service: 1 year (Preferred)

Ability to Relocate:

• San Jose, CA: Relocate before starting work (Required)

Work Location: In person