Clerical Assistant II-Bilingual Spanish

Job Description

Job Description

Would you enjoy supporting an agency whose mission is to advocate for children? Do you have strong customer service skills, interpersonal skills, as well as a desire to work with an agency whose goals are to serve the community?  If yes, then this is a great role for you!

Who We Are:

Solano Family & Children’s Services creates connections for families and child care providers to support the healthy development of children for a thriving community.  We hire individuals who have a strong work ethic and are looking for a career that supports our mission and impact in Solano County.

General Description:

The Clerical Assistant II will provide clerical support to the Subsidized Child Care Program.

Our Ideal Candidate:

The ideal candidate is organized, can multi-task and prioritize, works well under pressure, and can communicate effectively with agency staff and with clients.

Essential Function of the Job:

• Assist with Parent/Provider Intakes
• Enter and update data in the subsidy program database and spreadsheets
• Assist with filing and mailings
• Provide professional customer service in communications with clients by telephone and in person
• Distribution of cases to Case Managers
• General clerical duties
• Clerical support back-up to other Clerical Assistants and the Receptionist

Additional Information:

Position Type: Full-Time          Days: Monday - Friday - Occasional Eves/Weekends     Hours: 8:30 AM - 5:30 PM

Department: Subsidy               Reports to: Subsidy Supervisor                                         Position Status: Non-Exempt

Pay Scale:  Starting Pay- $24.75 per hour          Top of the Pay Scale for this position: $30.25 per hour

Benefits:  403(b)/Agency Match     Aflac     Dental     Employee Assistance Program     FMLA/CFRA/PDL     

FSA (Medical and Dependent Care     Life/ADD     Long Term Disability     Medical    Vision     

Paid Leave:  Vacation, Sick, mental Health Days, Holidays

Required Skills & Abilities:

• Proficient in Microsoft Office Products including Word, Excel, and PowerPoint as well as internet experience
• Strong interpersonal and customer service both by telephone and in person
• Strong communication (verbal and written), organization, and multi-tasking skills
• Must be able to prioritize assigned tasks
• Must work well under pressure
• Ability to work well with other agencies and community partners.
• Ability to attend occasional meetings and outreach events
• Ability to explain agency services or programs at outreach events

Education & Experience Required:

·      2 years clerical experience using a computer database program for heavy data entry

Supervisory Responsibilities:

·      This position does not require supervisory responsibilities.

Travel Requirements:

·      Must be able to travel as needed.

Physical Demands:

·      While performing the duties of this job, the employee is regularly required to talk and hear.  Good vision is imperative.  The employee is frequently required to stand; walk; sit; reach; push; and pull.  Manual dexterity and keyboarding are also required.  The employee is occasionally required to climb or balance; stoop, kneel, crouch or crawl.  The employee must lift and/or move 10 lbs.

Safety & Risk Management Responsibilities:

·      Employees are responsible for complying with safe work rules; reporting all accidents and injuries immediately; cooperating in all accident and injury investigations; reporting defective equipment and unsafe conditions.

Work Environment:

·      The noise level in the work environment is usually moderate. Temperature-controlled office environment.

What Else You Should Know:

Background check required after offer of position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. Duties, responsibilities, and activities may change at any time with or without notice.

Competencies and Functional Areas

Job Knowledge – Understands job functions, requirements, tools, and processes associated with this position.

Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully and offers alternative solutions.

Process Improvement – Improves existing processes to either increase productivity, quality, or customer satisfaction.

Productivity – Demonstrates a consistently high level of contribution in completeness and volume of work.  Utilizes time so that little is lost in unproductive or marginally productive activities.

Quality – Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Initiative
– Volunteers readily; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help to meet the needs of the business or customers/clients or vendors.

Dependability – Follows instructions and responds to management direction; takes responsibility for own actions; keeps commitments; commits to additional hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person(s) with an alternate plan in a timely manner.

Planning/Organizing – Prioritizes and plans work activities; uses time efficiently.  Completes tasks accurately and on time.  Maintains and contributes to a neat, organized work environment.

Adaptability – Easily adapts to changes in the workplace, requirements, schedule, and priorities; able to deal with frequent change, delays, or unexpected events. Manages competing demands.  Changes approach or method to best fit the situation.

Communication – Listens and gets clarification; responds well to questions; speaks clearly and persuasively in positive or negative situations.  Writes clearly and informatively.  Able to read and interpret written information.

Presentations – Provides quality, clear and effective presentations.

Teamwork – Balances team and individual responsibilities; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed; shares expertise with others.

Interpersonal Skills – Works well with others, respects others and has the respect of others. Maintains confidentiality; listens to others without interrupting; remains open to others' ideas and tries new things.  Interacts professionally with others and respects authority.

Ethics – Treats people with respect; inspires the trust of others; works with integrity and ethically upholds agency values.

Safety and Security – Practices safe work habits and encourages others to do the same. Identifies ways to improve the safety of the work environment.  Observes and practices safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions.  Uses equipment and materials properly.