Office Coordinator and Receptionist

Stanislaus County

UNITED WAY OF STANISLAUS COUNTY

JOB DESCRIPTION Job Title: Office Coordinator and Receptionist Report to: Executive Assistant to the CEO Status: Full-time non-exempt Location: United Way Stanislaus office Date: June 24, 2025 About the United Way of Stanislaus County: Envisioning the transformation of communities to empower human capital achievement, we serve as a catalyst for enhancing collective impact in health, education, and financial stability. Our core values include compassion, transparency, integrity, collaboration, innovation, and activation. Unapologetically committed to diversity, equity, and inclusion, we work urgently to drive impact in health, education, and financial stability. As a results-driven organization dedicated to excellence, we appreciate employees who can clearly articulate their progress toward deliverables and identify areas where they require support. We aspire to be an organization that accelerates professional development while pioneering innovative solutions to longstanding community challenges. We seek collaborators who embrace a growth mindset, lead with curiosity and transparency, and demonstrate a strong work ethic. Diversity, Equity, and Inclusion are fundamental to achieving our impact:

United Way of Stanislaus County envisions a region where equity, opportunity, and prosperity abound. We acknowledge the specific role discrimination and systemic barriers based on race, ethnicity, and other varied identities and differences have played in limiting opportunities for too many. A commitment to Diversity, Equity, and Inclusion is at the core of who we are, the decisions we make, and the actions we take in our work to strengthen the communities we serve and advance our strategic focus to close the racial and ethnic wealth gap.

Position Summary: The United Way Office Coordinator and Receptionist is the first person who interacts with the people we serve, partners, and anyone who calls, emphasizing the importance of someone with strong customer service skills (bilingual in Spanish is preferred and a plus). This person maintains the smooth operation of the office and provides excellent front-facing support to visitors, including those we serve. In addition to handling the front office and phone calls, this person also processes mail, prepares bank deposits, tracks and processes monthly invoices, orders office supplies and ensures the office is welcoming and inclusive for both the staff and guests. Exceptional attention to detail, organizational skills, and a proactive approach are essential. This position is someone who promotes a positive, productive, and safe work environment. In rare instances, this position may require a flexible work schedule (i.e., special events).

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Essential Functions and Responsibilities:

• Front Office Reception and Customer Service: o Answering phone calls, schedule appointments, phone transfers, or providing

callers with information needed, including taking messages when necessary to ensure they get connected to the right staff person.

o Provide resources and referrals to callers using the 211 community resource database for direct service connections.

o Greet and welcome visitors with a positive and professional attitude. o Maintain a tidy and welcoming reception area, ensuring the office reflects a

welcoming environment that anticipates the needs of both visitors and staff.

• Office Coordination: o Oversee day-to-day office operations. o Ensure the office is well stocked with supplies, ensuring timely reorders.

Supports ordering program-related supplies (which requires advance quarterly and month-by-month planning).

o Manage schedules for conference and community spaces. o Submit work orders and schedule repairs, regular recurring deferred maintenance

for general office space and equipment (i.e., janitorial, contractors for repairs, alarm, special deliveries).

o Record keeping and filing as requested by management for important records. o Manage incoming and outgoing mail, packages, and deliveries. o Collaborate with various staff to ensure a cohesive work environment and

anticipate needs (i.e., scheduling, program supplies). o Support interoffice communications, dissemination of important office updates

and information, and work closely with management.

• Reporting, Compliance and Processing: o Ensure all office invoices and work orders are tracked, processed and submitted

on time for payment processing. This requires an organized tracking process. o Process mail, which includes coordinating receivables and payments, as well as

making bank deposits. o Prepare and format documents, reports, spreadsheets, and correspondence with

a high degree of accuracy. o Inventory of all office supplies and outreach materials, ensuring they reach the

right staff. o Coordinate office safety initiatives (safety protocols, drills, building compliance). o Ensure proper office signage, including required office postings (employee rights,

etc.), is posted.

• Administrative support: o Support administrative tasks across the team (i.e., scheduling, filing, meeting

setup).

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o Preparing information for meetings or project work (i.e., templates, agendas,

meeting minutes). o Support convenings and outreach efforts as needed, alongside the Impact and

Resource Development teams. o Prepare outreach materials and marketing giveaways for outside events and

tabling.

• Other duties as assigned. Qualifications:

• Associate degree in relevant field (example, business, social work, communications) or equivalent combination of education and experience.

• Bilingual is a plus (Spanish preferred).
• Excellent communication skills, both verbal and written.
• Meticulous attention to detail and accuracy in all tasks.
• Strong organization and time-management skills.
• Commitment to the mission and values of United Way.
• Current California Class C driver's license and verifiable automobile insurance

Required Skills and Abilities:

• Bilingual (Spanish preferred) - read, write, and speak proficiently.
• Proficiency in Microsoft Office Suite, Google Workspace, and working knowledge of

technology and business-related software.
• Excellent proofreading and editing abilities.
• Demonstrated reliability, punctuality, and professional demeanor.
• Ability to multitask and manage competing priorities in a fast-paced environment.
• High level of integrity, discretion, and judgement.
• Ability to work both independently and as part of a team.
• Ability to analyze and interpret data and written communications from multiple sources.
• Ability to anticipate needs before and issue-advance planning to keep items in stock,

schedule monitoring and forward-thinking communication.
• Flexible to change and available to work occasional evenings and weekends as needed.

Environmental Conditions:

• Indoors in a typical office environment with little exposure to excessive noise, dust, fumes, vibrations, and temperature changes.

• Travel to off-site locations with exposure to noise, heat, and cold.
• Frequent computer use at a designated workstation.
• Frequently work at a fast pace with unscheduled interruptions.
• Responsibilities may require an adjusted work schedule and evening/weekend hours to

meet deadlines.
• May occasionally move (walk or drive) from one work location to another.

Physical Demands:

• Attendance and punctuality.
• Mobility within the office and event locations.
• Ability to walk, sit, stand, squat, stoop, and climb stairs.

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• Ability to work in hot and cold environments.
• Ability to lift 40 pounds.
• Ability to drive a vehicle.

Benefits and Compensation:

• Pay is competitive and based on experience. The hiring range is $21-24/hour.
• Health benefits are available the first of the month following thirty (30) days of

continuous employment.
• 401K available.

Changes: This job description will be updated if duties and responsibilities change significantly. Job functions are subject to modification based on business necessity. This job description lists typical examples of work and is not an exhaustive list of every daily duty required to meet core job requirements. An employee may be required to perform other duties not listed. ADA/FEHA: United Way of Stanislaus County will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 and California’s Fair Employment and Housing Act. Equal Opportunity Employer: United Way Stanislaus County is an equal employment opportunity employer. To Apply: Only applications received will be accepted for consideration. Please do not call the main office.