Job Description

Job Description

Job Description

Job Title: Administrative/Clerical Support Staff (Temporary Assignment)

Location: On-site
Schedule: Monday to Friday, 8:00 AM – 4:30 PM (40 hours/week)
Temporary Assignment: March 10 – August 31, 2025

Job Summary:

Join our team as a front desk receptionist and administrative support staff. This role requires excellent organizational and communication skills, a positive attitude, and proficiency in Microsoft Office programs (Word, Outlook, Excel). You'll be the first point of contact for visitors, vendors, and contractors while assisting with a variety of administrative tasks.

Key Responsibilities:

• Greet visitors, vendors, and contractors
• Answer and direct phone calls in a professional and courteous manner
• Perform general clerical tasks , including filing, data entry, and document preparation
• Handle scheduling, appointments, and correspondence
• Provide administrative support to various departments as needed
• Maintain office organization and ensure smooth daily operations
• Ensure a positive and welcoming environment for all visitors
• Utilize Microsoft Office tools (Word, Outlook, Excel) to complete tasks and manage data
• Assist with other office duties as required by management

Additional Detailed Duties:

• Data Entry: Input analytical data into a database management system (iPACS) from self-monitoring forms received via fax and mail
• Notifications: Generate and prepare notifications for permittees, including standardized correspondence from a database management system and formatting/finalizing correspondence written by staff
• Public Interaction: Interact with the public regarding data submittals, following up on deficiencies for facilities in OC San’s service area
• Permit Application Processing: Mail permit renewal application packages to permittees, check and upload applications into the database, and process issued permits for mailing
• General Office Support: Perform filing and other general office administrative duties

Qualifications:

• High school diploma (some college preferred)
• Previous clerical/admin experience a plus
• Proficiency in Microsoft Office Suite (Word, Outlook, Excel), Teams, Adobe, and iPACS (database management system)
• Clerical, technical, or administrative support work experience involving public contact
• Excellent customer service skills and a professional demeanor
• Strong verbal and written communication skills
• Exceptional organizational skills and attention to detail
• Ability to multitask and manage time effectively

Additional Information:

• Temporary assignment (March 10 – April 30)
• Must be on-site during business hours
• Ability to maintain confidentiality and adhere to office policies and procedures

If you’re organized, detail-oriented, and passionate about delivering great customer service, apply for this temporary position.

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