Operations Assistant I

Description

Child Action is a private, non-profit corporation created in 1976 to promote the education and social welfare of children and families and to advocate on their behalf. Our programs include resource and referral services for families seeking child care, child care subsidies for qualifying families, recruitment and professional development of the child care workforce, and family education and support.

We are seeking individuals who are highly organized, have the ability to multi-task, provide excellent customer service, have good problem-solving skills, and have the ability to understand the challenges facing families from a variety of ethnic and economic communities.

Please note that completing the job application is a mandatory requirement for this position.

Position Purpose & Scope:

Under the direct supervision of Operations Supervisor, the Operations Assistant I plays a critical role in ensuring the seamless operation of front office services, administrative functions, and facility support across the agency. This position requires a highly organized professional with strong communication skills, attention to detail, and the ability to anticipate and resolve operational needs. Serving as both the first point of contact for visitors and a key support resource for internal teams, the Operations Assistant I upholds the agency's standards of professionalism, efficiency, and service excellence

Typical Duties: (depending on assignment, duties may vary)

• Serve as the primary contact for incoming calls, directing inquiries with professionalism and accuracy
• Manage multi-channel communications (phone, email, mail) to ensure timely and precise responses
• Welcome and direct visitors, maintaining a polished, professional, and client-focused reception area
• Maintain staff coverage schedules and out-of-office records to ensure seamless service
• Review, process, and validate Attendance Forms, ensuring compliance with agency requirements
• Maintain well-organized filing systems (digital and hard copy) with strict attention to confidentiality and accuracy
• Support various departments with clerical tasks, file management, and document scanning
• Prepare office set-up for new hires and assist with staff workstations relocation
• Oversee mailroom operations, including incoming/outgoing mail, deliveries, and drop-box management
• Ensure timely and secure handling of confidential documents, including recycling, shredding, and off-site disposal
• Maintain and organize staff mailboxes to ensure accuracy
• Coordinate the receipt and distribution of incoming packages, ensuring prompt delivery to the appropriate staff or department
• Conduct routine facility inspections to ensure compliance with safety, security, and operational standards (e.g., exit signs, lighting, emergency equipment)
• Coordinate minor maintenance and facility tasks, including furniture assembly/disassembly and office space adjustments
• Troubleshoot and coordinate service for office/breakroom equipment (copiers, fax, postage machines, Keurig, water dispensers, and air filters)
• Manage day-to-day facility operations by conducting safety and compliance checks, ensuring housekeeping standards are met, coordinating timely maintenance, and overseeing supply requests and stock replenishment for departments, breakrooms, and huddle rooms.
• Process supply requests and oversee stock replenishment for departments, breakrooms, and huddle rooms
• Ensure the front lobby remains clean and organized
• Participate in staff meetings, training, and professional development activities
• Perform other related duties as assigned to support departmental and agency needs
• May be subject to various job demands such as high volume of work and tight deadlines

Requirements

Education & Experience:

• High school diploma or equivalent (GED) required, with 1-2 years of relevant office and facilities experience.
• Previous experience in administrative support, front desk operations, office coordination, or facilities management.
• Strong organizational, problem-solving, and multitasking skills with the ability to support both office and facilities functions

Qualifications, Knowledge, Abilities:

• This position involves travel. Employees must meet Child Action's motor vehicle requirements.
• Knowledge of Microsoft Office
• Knowledge of commonly used office concepts, practices, and procedures
• Ability to demonstrate good basic verbal communication skills and customer service orientation
• Ability to demonstrate good basic analytical, written, math, and computer skills
• Ability to maintain confidentiality of information
• Ability to work effectively with others
• Ability to comply with Child Action safety and ergonomics policies and practices
• Ability to recognize and understand the challenges faced by families across diverse cultural and economic backgrounds.
• Ability to follow instructions and pre-established guidelines to perform the functions of the job
• Ability to interpret and follow straightforward written or verbal instructions and resolve routine problems using sound judgment within defined procedures.
• Ability to speak effectively before groups of clients and employees of Child Action
• Ability to work additional overtime and weekend hours as required.

Physical Factors:

• Works in an office setting. Work is primarily sedentary; but may also work outdoors at field sites on an incidental basis and requires light physical effort; may require greater physical effort on an incidental basis
• Requires the ability to pull files weighing up to 10 pounds and carry files weighing up to 20 pounds daily
• Possess visual capability and digital dexterity to operate a computer and other standard office equipment
• Ability to make precise visual distinctions when proofreading documents and reviewing information on a computer screen.

FLSA Status: Non-Exempt

Supervision : None

Pay Grade Range: $24.18 - 33.84 per hour


Closing Date: Until filled


Hours: Must be able to work full-time, 40.0 hours per week (8.0 hours a day), Monday through Friday. All employees must be able to work additional overtime and weekend hours as required.


Benefits: Cafeteria package for group medical, dental, dependent care reimbursement, and/or out-of-pocket health expenses; 14 holidays; 15 vacation days; 12 health leave days; life insurance; long-term disability insurance; employee assistance program; and 401(k) retirement plan


*Child Action is an Equal Opportunity employer and considers qualified applicants without regard to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, age, disability, veteran status or any other protected factor under federal, state or local law