Position Overview:

The Operations Specialist provides a broad variety of support services to the Sacramento office. The position is responsible for completing general administrative tasks, including overseeing the general the day-to-day incoming phone calls and messages; is the first point of contact for walk-in clients and visitors; and provides clerical and office systems technical support to the agency staff. Carrying out these duties in a professional and courteous manner. The Operations Specialist is responsible for providing logistics support for office facilities, including office infrastructure, ordering, supplies, IT, phones, safety and security etc. The position is also responsible for assisting the Site Director in coordinating meetings, trainings, and events, and serving as a local point person for operations. The position reports to the Operations Coordinator.

Major Responsibilities:

Office/Reception Area

• Daily opening and/or closing the Sacramento office as schedule and office use needs permit.
• Provide support to the Sacramento office by serving as a focal point for day-to-day front office administration.
• Greet clients, visitors, donors, job candidates, and other important IRC stakeholders with a high degree of professionalism.
• Directs visitors to waiting area, as needed; monitors guest waiting time.
• Places/directs phone messages to appropriate program staff; tracks written messages.
• Interviews/assesses first-time visitors to determine which program and staff member they need to see.
• Collect payments and assists with appointments for immigration and legal services.
• Oversee operations in reception office and copy rooms, including receiving and distributing mail and deliveries, restocking office supplies, and posting office closure signs.
• Assist with overseeing front office interns and volunteers, including arranging full intern coverage at reception desk.
• Maintain a clean and welcoming waiting room.
• Provide interpretation between clients, and program staff and interns at the front office, when possible or dependent on language capacity.
• Work in collaboration with program staff to create and maintain a regularly updated collection of local client resources and contacts.
• Receive and distribute mail and deliveries.
• Maintain a check-in system for client appointments across departments.
• Regularly update front office memos and announcements board, and inform occasional interns/volunteers of policy changes as necessary.
• Other related activities as assigned.

Other

• Serve as the office’s secondary point for IT and communications infrastructure, hardware, and software matters.
• Work with Operations Coordinator to address any internet or telecommunications service disruptions, liaising with local internet and telecommunications service providers.
• Serve as the office’s back up for day-to-day S&S matters.
• Escalates and reports incident management to Operations Coordinator. Report S&S incidents involving covered persons in accordance with established protocols.
• Order office supplies, equipment etc. in accordance with supply chain and financial compliance guidelines.
• Assists when needed managing Integra vendor creation and billing/invoices in coordination with Operations Coordinator.
• Assists Operations Coordinator in facilitating procurement through Integra of client goods and staff equipment.
• Support smooth functioning of office infrastructure including communications equipment and services.
• Assists with planning and coordinating office events and meetings.
• Assist staff with day-to-day office administration and support.
• Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC Sacramento.
• Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies.
• Other duties as assigned.

Key Working Relationships:

Position Reports to: Operation Coordinator

Indirect Reporting: Site Director

Requirements:

• College degree preferred; Equivalent years of related work experience may be substituted;
• At least 2 years’ relevant work experience in office administration; human resources, facilities management, procurement or related field;
• Tech savvy; and ability to troubleshoot basic hardware and software issues preferred;
• Ability to multi-task and work under pressure;
• Exceptional communication and organizational abilities.
• Demonstrated success working and communicating effectively across teams and in a multi-cultural environment;
• Proven ability to contribute both independently and as a key team member;
• Self-starter with excellent problem-solving skills combined with the ability to prioritize duties and manage time effectively;
• Fluent in English, both spoken and written; ability to communicate in a refugee language strongly preferred;
• Proficient in Microsoft Office applications (Word, Excel, Outlook) and strong keyboarding skills and internet usage skills; database familiarity a plus.

Work Environment:

• Standard office environment
• This role requires working from the office 5 days per week.
• Ability to safely lift 25 lbs

Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits: The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12-month time period.