Office Coordinator - Operations

$40,000 - $44,000 yearly
  • Tohono O'odham Community College
  • Sells, AZ, USA
  • Jun 10, 2022
Full time Accounting Admin-Clerical Customer Service Finance Inventory

Job Description

Job Title:        Office Coordinator - Operations

Reports To:    Chief of Operations

Status:            Full-time/ Regular/ Exempt

Salary:            $40,000 - $44,000 (DOE)

 

SUMMARY: Responsibilities include providing administrative support, coordinating office functions, providing organizational or departmental information to internal and external parties, compiling data and reports, scheduling appointments and meetings, processing requisitions, reviewing, revising and distributing standard documents and correspondence, and database entries.

ESSENTIAL DUTIES:

  • Provides administrative, clerical and financial services in order to ensure effective, efficient and accurate administrative and financial operations;
  • Initiates, processes, and reviews routine and/or specialized paperwork, forms, reports, and/or confidential information related to assigned area of responsibility, ensuring completeness and accuracy of information; maintains related records;
  • Performs various administrative duties to include: greet and assist students, clients, and visitors, screen incoming calls, take and transmit messages, distribute mail, make photocopies, perform data entry, and schedule appointments and/or department activities, provide support for all programs associated with the Department of Operations;
  • Coordinate and schedule staff coverage for College events and activities;
  • Responds to requests for information, in person, via e-mail, and over the phone; coordinates community project requests;
  • Prepares and/or enters a variety of information for the Operations Department, record all work and related activities using spreadsheets, documents, invoices, databases, logs, forms, and/or other related areas, utilizing established guidelines and procedures; maintain filing system logs and keep records and reports. Perform records management;
  • Manage and oversee the use of SchoolDude software, assist employees with reset SchoolDude passwords, entering work requests;
  • Ensure GSA vehicle credit cards are secured, cards are signed in and out properly, vehicle repairs are documented and filed according to College policies;
  • Routinely handles confidential, sensitive, and timely information exercising discretion; independently prepares meeting agendas, memos, correspondence, reports, presentations, and performs a variety of non-routine assignments;
  • Coordinate and provide accounting, budgeting; processes a variety of payments, invoices, purchase orders, and other related information; reconciles, balances, updates, and maintains accounts payable, accounts receivable, and/or related accounts; reviews, enters, and processes timesheets, prints and distributes checks and deposit notices, and prepares related reports:
  • T-So:son (Our Core Values) including T-Wohocudadag – Our Beliefs, T-Apedag – Our Well-Being, T-Pi:k Elida – Our Deepest Respect and I-We:mta – Working Together;
  • Performs other duties of a similar nature or level.

 

Requirements

TRAINING AND EXPERIENCE:

Minimum Qualifications:

  • Bachelor's degree in accounting, business, finance, or related field; and two years office support experience. An equivalent combination of education and experience necessary to perform the essential responsibilities position will be considered.

Additional Consideration May Be Given To Individuals with the Following Qualifications:

  • Ability to speak and understand O’odham and/or Spanish.
  • Knowledge and understanding in the history and contemporary issues facing Native peoples.

LICENSING REQUIREMENTS

  • Valid Arizona Driver’s license with no DUI's or major traffic offenses within the past two years.
  • Successfully pass a background check.

KNOWLEDGE:

  • Mathematical principles;
  • Customer service principles;
  • Communication methods and techniques;
  • Data collection and analysis techniques;
  • Modern office procedures, methods, and equipment;
  • Filing and recordkeeping principles;
  • Records management techniques;
  • Basic office equipment maintenance procedures.

SKILLS:

  • Using a computer and related software applications;
  • Providing customer service;
  • Compiling and tabulating data;
  • Preparing correspondence;
  • Filing;
  • Processing information utilizing established procedures;
  • Using modern office equipment;
  • Maintaining records and files;
  • Maintaining office equipment;
  • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.