Operations & Facilities Assistant

• Teamwork & Communication: Receives, records, and distributes incoming correspondence and reports. Act as a listener and ally to project heads to ensure information reaches the right hands for a timely response.
• Service Excellence: Prepares routine correspondence and meeting minutes with an exceptional eye for detail, exceeding expectations in accuracy and clarity.
• Innovative Data Management: Identify gaps or inefficiencies in current data workflows and propose solutions. Build dashboards, trackers, and visual tools that make data easier to understand. Develop methods to reconcile discrepancies. 
• Integrity & Accountability: Maintains departmental procurement and fiscal records. Remains responsible and accountable for the monthly log of purchase orders and expended funds, ensuring all records are honest and fair. Leadership & Support: Screens calls and assist staff as assigned. Approaches every interaction with respect always providing no judgment and maintaining a professional connection with all stakeholders.
• Trust & Confidentiality: Maintains a practice of strict confidentiality. Proves to be a Trustworthy gatekeeper of personnel and fiscal files, welcoming questions while protecting sensitive information.
• Responsive Operations: Performs other related duties with a Responsive attitude, executing change when necessary to improve division workflow.

• Work is conducted in a moderately paced office. Requires the stamina to remain seated for 90 minutes and the Strength to lift 30lb file boxes. Environmental demands include an air-conditioned building with fluorescent lighting; the candidate must be adaptable to frequent interruptions while staying focused.

• Experience: High School diploma plus four (4) years of office management experience. Demonstrates a history of being a Leader with increasing responsibility.
• Technical Skills: Innovator mindset regarding word processing, spreadsheets, and database programs.
• Communication: Mastery of grammar and punctuation; ability to communicate complex ideas simply.
• Soft Skills: Ability to work with people of varied levels using tact, diplomacy, and respect always. Must be curious and willing to research solutions to office challenges.

• Reports to: Division Director
• Supervises: As assigned
• Coordinates with: None assigned

Community Action Agency of Oklahoma City has served families in Oklahoma County for 60 years. Today, our work is focused on where we can make the greatest long-term impact: empowering families with young children to break the cycle of poverty.As part of a national network of more than 1,000 community action agencies, we partner with families, early childhood educators and community organizations to provide high-quality early learning through Head Start along with wraparound supports that help families build stability and long-term self-sufficiency.Our team is made up of educators, family advocates, problem-solvers and community connectors who care deeply about the children and families we serve. We work hard, support one another and take pride in the impact we make every day.If you want to make a lasting difference for children and families in our community, we’d love for you to join us.