Utilities Office Support

Job Description

Job Description

Title: Utilities Office Support

Location: Coos Bay, Oregon Program: Utilities

Reports to: Utility and Weatherization Director

HR Contact: View email address on ziprecruiter.com

Pay Level: Level – Assistant/Entry Level

Staff Supervised: None

FSLA Status : Non-exempt from overtime

Effective: 5-2026

Position Type : Full-Time Regular

Revised : 5-2026

Job Description

PRIMARY PURPOSE:

Work closely with Utilities team by providing general office support and first point of contact for energy applicants.

ESSENTIAL JOB FUNCTIONS (Reason position exists is to perform these functions):

(Duties assigned to this job include, but are not limited to, the following examples.)

• Answer incoming telephone calls, provide status information on client applications and answer general questions about the energy program.
• Manage the energy message and crisis logs and voicemail.
• Manage energy email and print documents and forms.
• Process incoming and outgoing energy mail.
• In-person client interactions in the lobby as needed to answer client questions, intake crisis forms and provide information/forms/applications to clients.
• Provide back-up front desk coverage when reception is unavailable.
• Perform vendor verifications.
• Perform data entry, utilizing Microsoft Office suite as well as ORCCA maintained databases.
• Organization of client files and filing; including file purge at end of each fiscal year.
• Perform various clerical duties including, but not limited to word processing, filing, copying, laminating, data entry, scanning, etc.
• On occasion assist with Weatherization mailings and general phone calls.
• Maintain friendly and helpful attitude.
• Actively engage and support Diversity, Equity and Inclusion activities and inclusion in all work.
• Responsible for personal safety, reporting incidents or accidents within a reasonable amount of time to supervisor or Safety Committee at View email address on ziprecruiter.com.
• Responsible for picking up after one’s self and maintaining company owned equipment. Report damaged or malfunction equipment to supervisor, facilities maintenance or HR.
• Performs other related duties as assigned.

TEAM EXPECTATIONS:

Teamwork - We join our individual strengths together creating teams and circles of cooperation to promote innovative thinking and bring opportunity to our community.

Partnerships - We create collaborative community partnerships to best leverage all resources available for the benefit of the community.

Diversity - We welcome and accept differences and honor our co-workers and clients by treating each person with equality, dignity, and respect.

Confidentiality & Ethics - We maintain a high standard of ethics and integrity to respect the confidentiality of clients and staff.

Physical Safety - We respond promptly to address health and safety needs or concerns for clients and staff.

Communications - We encourage timely, open-minded, respectful, and direct communication to alleviate controversies and foster a safe, productive workplace.

Health & Sustainability - Recognizing the importance of physical, emotional, and environmental health, we seek to inspire and model healthy, sustainable living.

Public Relations - We recognize that each of us represents the entire agency in our public interactions and strive to act in a consistently professional and unbiased manner.

Professional Growth - We provide an environment supportive to personal and professional growth, cross training, and advancement.

INDIVIDUAL EXPECTATIONS:

• Model behaviors that demonstrate an understanding, acceptance and welcoming of diversity.
• Attend staff meetings, center meetings, and/or other workshops/meetings as notified.
• Maintain a positive attitude regarding ORCCA and all its programs.
• Maintain respect and positive communication regarding all children, families and staff.
• Maintain confidentiality of client and staff information.
• Maintain open, two-way communication with staff.
• Accept suggestions and guidance from supervisor and other management staff.
• Seek feedback on job performance and evaluate suggestions and guidance to incorporate in performance.
• Commit to further training. Develop an individual training plan using program tools, as appropriate.
• Communicate with supervisor regarding any needed changes or concerns with work schedule.
• Adhere to agency procedures as a mandated child abuse reporter.
• Regular attendance is a requirement of the position.
• Ability to perform the job with or without reasonable accommodations.

REQUIRED KNOWLEDGE, SKILLS, AND ABLILITIES:

• Must have excellent communication skills and telephone etiquette.
• Must be able to adhere to basic email etiquette.
• Must have basic computer skills including navigating files and composing emails.
• Must have positive outlook and be able to work with people in crisis.
• Must be customer service oriented.
• Ability to sit in meetings for as long as four hours at a time with a standard break.
• Ability to work as part of a team or alone.
• Ability to operate Windows based programs, and all available office equipment
• Ability to utilize scripted email and verbal answers for frequently asked questions.
• Ability to handle multiple tasks, public contact and work in a team atmosphere under tight constraints

EXPERIENCE AND EDUCATION REQUIREMENTS:

• High School Diploma or GED required
• Valid driver’s license and ability to drive for work required.
• 2 years of reception experience preferred
• Bi-lingual (English/Spanish) preferred
• Strong computer knowledge & skills
• Excellent organizational skills
• Excellent communication skills and telephone etiquette

WORK ENVIRONMENT:

• Geographic Area: Coos, Curry, and Coastal Douglas Counties Primary worksite: Coos Bay, Oregon.
• May move or lift items up to 51 pounds.
• Prolonged periods sitting at a desk and working on a computer.
• Primarily indoors, in a climate-controlled environment; may not have access to sunlight. Occasional activities outside in a non-climate-controlled environment.
• Potential for open workstations and cubicles with moderate to high noise; work from home where available.
• Some travel-Required ODL and proof of insurance (ORCCA Policy).

OTHER:

• Reliable method of getting to work.
• Must be free from illegal drugs, may be subject to suspicion testing.
• Must be able to pass the State of Oregon Criminal Background Check.
• A current Oregon Driver’s License is required.
• Proof of automobile liability insurance @ $100,000/300,000 liability limits and maintain such limits.

NOTE: The specific statements reflected in each section of this position description are not intended to be all-conclusive, but rather the basic elements and criteria considered being necessary in order to satisfactorily perform the duties associated with the position. Your employment with ORCCA is at will. This means your employment is for an indefinite period of time and it is subject to termination by you or Employer with or without cause, with or without notice, and at any time.

Oregon Coast Community Action is an Equal Opportunity Employer. ORCCA does not and shall not discriminate on the basis of race, color, religion, creed, gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operation.

Please inform Human Resources at View phone number on ziprecruiter.com or View email address on ziprecruiter.com if you require a reasonable accommodation in order to perform the essential functions of this job.