Front Office Operations Specialist

The Administrative Specialist serves as the first point of contact for visitors, clients, callers, and staff while supporting daily facility operations. This position provides front desk reception, administrative support, basic maintenance assistance, service request tracking, safety monitoring, and site operations coordination to help maintain a welcoming, safe, and organized environment.

DUTIES

SUMMARY

The Administrative Specialist serves as the first point of contact for visitors, clients, callers, and staff while supporting daily facility operations. This position provides front desk reception, administrative support, basic maintenance assistance, service request tracking, safety monitoring, and site operations coordination to help maintain a welcoming, safe, and organized environment.

ESSENTIAL DUTIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Greets visitors, clients, callers, and staff in a friendly, professional, and helpful manner.

• Answers phones, routes calls, and directs clients and visitors to appropriate personnel.

• Tracks administrative logs, service requests, maintenance requests, packages, parking reservations, and related records.

• Creates the weekly site calendar and assists with appointments, psychiatric calls, and related coordination.

• Assists the Administrative Supervisor with front desk-related projects, documentation, reports, training materials, and other operational needs as assigned.

• Serves as a secondary resource for the front desk team by assisting with questions, coverage needs, room reservations, visitor support, and other front desk functions when the Administrative Supervisor is unavailable.

• Regularly walking through the building and surrounding areas to identify concerns such as damaged furniture, lighting issues, plumbing problems, broken fixtures, equipment concerns, trip hazards, cleanliness issues, or other potential safety concerns. Any issues identified would be reported to the Lead Operations Manager or appropriate team and followed up on as needed.

• Coordinates with the Lead Operations Manager to support maintenance activities, complete minor repairs, building systems, fixtures, furniture, equipment, grounds, and site projects.

• Assists with tracking and following up on maintenance requests and operational needs, communicating issues to appropriate Operations or Facilities staff, coordinating vendor and contractor access, monitoring the status of open requests, and helping ensure projects are completed efficiently with minimal disruption to staff and services.

• Promotes a “One CII” culture by collaborating across departments, programs, and sites to support shared goals, strengthen teamwork, and ensure a consistent, organization-wide approach to service.

• Troubleshoots operational issues, discusses concerns with supervisor, and provides status updates as needed.

• Maintains materials and supplies inventories and orders additional supplies as needed.

• Reports safety or building code compliance concerns and supports a safe environment for staff, clients, and visitors.

• Responds promptly and positively to requests for assistance from staff. ​

ADDITIONAL DUTIES

• Other duties and special projects as assigned.

SUPERVISORY RESPONSIBILITIES

• This job has no supervisory responsibilities.

QUALIFICATIONS

EDUCATION & EXPERIENCE

• 1 year of administrative experience

• 1-2 years of General Maintenance/Operations experience.

• High school diploma or general education degree (GED) required.

OTHER QUALIFICATIONS

• Punctual and dependable attendance

• Spanish/English bilingual required.

• Possesses a valid driver's license and state-required auto insurance or reliable access to transportation, depending on business needs.

• Required to travel between sites as needed, potentially 25% to 50% of the time.

• General working knowledge of electrical, plumbing, mechanical, painting, and heating and cooling systems, including basic troubleshooting.

• Working knowledge of maintenance and Operations in a multi-building office environment, including applicable building codes and safety regulations.

• Ability to prioritize multiple responsibilities, work independently, and follow through on assigned tasks.

• Ability to maintain high standards for quality, efficiency, customer service, and workplace safety.

• Strong interpersonal, customer service, verbal, and written communication skills.

• Ability to handle confidential information and maintain patient privacy, including the protection of PHI.

• Participates in performance and quality improvement activities according to designated responsibilities.

• Demonstrates sensitivity to the service population’s cultural and socioeconomic characteristics.

• Availability to accept on-call assignments as scheduled.

• Free from alcohol and drug abuse.

• Understands CII’s basic philosophy and participates fully in carrying out its mission.

CERTIFICATES, LICENSES, REGISTRATIONS

• None required.

COMPUTER SKILLS

• Must have basic knowledge of computer programs in a Windows environment, including Word, Excel and E-mail.

• Computer Aided Facility Management systems

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Time Spent [None, -1/3, 1/3 - 2/3, 2/3+]

• Stand: 1/3 - 2/3

• Walk: 2/3 +

• Sit: 1/3

• Reach with hands and arms: 2/3+

• Use hands to finger, handle, or feel: 2/3+

• Climb or balance: -1/3

• Bend, kneel, crouch, or crawl: 1/3 - 2/3

• Talk or hear: 2/3+

• Taste or smell: -1/3

• Carry, push or pull: -1/3

• Lifts Weights or Exerts Force

  • Up to 10 pounds: -1/3

  • Up to 25 pounds: -1/3

  • Up to 50 pounds: None

  • Up to 100 pounds: None

  • More than 100 pounds: None

VISION REQUIREMENTS

• No special vision requirements.

WORK ENVIRONMENT

The physical, mental & environmental conditions in which the work is performed. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Time Spent [None, -1/3, 1/3 - 2/3, 2/3+]

Environmental variables that may be indicated as applicable to the position:

• Working near mechanical parts: 1/3 - 2/3

• Work in high, precarious places: -1/3

• Fumes or airborne particles: -1/3

• Toxic or caustic chemicals: -1/3

• Outdoor weather conditions: -1/3

• Extreme cold (non-weather): -1/3

• Extreme heat (non-weather): -1/3

• Risk of electrical shock: -1/3

NOISE LEVEL

• Loud noise

REQUIRED TRAINING

• New Hire Orientation

• AB-1343: Sexual Harassment Prevention training

• Mandated Reporter

• Timekeeping & Attendance

• CPR/First Aid Training

COMPENSATION:

$19.47 USD - $22.85 USD

In accordance with California law, the expected pay range for this position is included in this posting. The actual compensation will be determined based on factors permitted by law. New hires will be offered a salary at the starting point of the range to maintain internal inequity and allow opportunity for future salary growth. CII salaries are determined based on comprehensive internal and external market analysis, as well as the skills, education, and experience relevant to each position.

BENEFITS:

• Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New Year

• Excellent medical, dental, and vision insurance for eligible employees and qualified dependents

• 403b Retirement Plan with employer contribution for eligible employees

• Up to $4,500 in tuition reimbursement per calendar year

• Eligible for the Public Service Loan Forgiveness program

• Flexible Spending Account (FSA) & Health Savings Account (HSA)

• Employer paid Life and AD&D Insurance

• Voluntary Supplemental Insurance

• Opportunity for growth & advancement

• Professional development & continued training

• Team building & bonding through company sponsored events & activities

CONTINGENCIES:

• Influenza immunization or declination

• COVID-19, MMR and Tdap immunizations

• Education verification

• Reference check

• Background fingerprint clearance (FBI, DOJ, CACI) conducted by the California Department of Social Services

• Drug and alcohol screening

• Tuberculosis screening