Service Coordinator

Service – Stockton, California
Department Service
Employment Type Full-Time
Minimum Experience Mid-level
Compensation DOE

Company Description

Conquest Imaging has become the total ultrasound solution leader for healthcare providers through quality products and excellent customer service, comprehensive ultrasound service programs and 24/7 technical support.

Job Description

Position Summary

To provide a variety of routine to moderately difficult office support to various Company departments and offices, including but not limited to, processing and handling of mail, record keeping, specialized processing related to the department in which assigned, typing, word process­ing, telephone and in-person reception, and filing.

Distinguishing Characteristics

This is the entry level class in the Administrative Coordinator series. Positions in this class typically have little or no directly related work experience. The Administrative Office Assistant I class is distinguished from the II level by the performance of less than the full range of duties assigned to the II level. Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of assigned area of responsibility are learned.

Job Classification Characteristics

This is a deep class in which incumbents may be assigned to any level, provided they possess the required education, certificate(s), experience, and successfully demonstrate proficiency that meets the qualifications for the class to which they are to be assigned. Incumbents will be advanced to the Administrative Coordinator III classification depending upon the needs of the hiring department.

Administrative Coordinator I is the entry-level class of this office support series. As experience is gained, there is greater independence of action within established guidelines.

Administrative Coordinator II is the journey-level class of this series, fully competent to independently perform a variety of office support duties. All positions are characterized by the presence of fairly clear guidelines from which to make decisions and the availability of supervision in non-routine circumstances. This class is distinguished from Administrative Coordinator III and Executive Assistant, which perform the most complex technical or specialist office support work in addition to providing generalized office support.

Administrative Coordinator III (Confidential and Non-Confidential) is the specialist level in the office support series, with responsibilities including the performance of complex or difficult office support work requiring the use of independent judgment or the application of technical or related skills. Incumbents at this level possess a detailed knowledge of their department’s specialized activities and often function as the only office support for an organizational or functional unit. Lead direction of others is not a regular part of the job; although project or relief leadership may be required.

Administrative Coordinator III (Confidential and Non-Confidential) is distinguished from other office support classes in the series in that incumbents provide secretarial and office administrative services for a designated division, section and/or related supervisory or professional staff. General guidelines for action are normally established by the unit manager or supervisor; however, day-to-day activities may require the use of initiative and independent judgment, particularly when prioritizing work from several staff members or when dealing with a variety of Company team members.

The Administrative Coordinator III (Confidential and Non-Confidential) position provides complex and sensitive secretarial assistance to the President, Vice President and members of the Senior Management Team.The position is distinguished from other Company secretarial classes in that the nature, diversity, and scope of responsibilities originating from this level of management support requires the frequent use of tact, discretion, initiative, and independent judgment. Responsibilities include attendance at meetings and regular contact with members of Senior Management; and front-line Supervisors, and all levels of Company personnel to exchange information and explain administrative policies and procedures.

Key Responsibilities/Accountabilities

  • Handle heavy phone traffic throughout the day in a professional, accurate, and efficient manner.
  • Maintain exemplary customer care behavior, including attention to detail and an emphasis on follow-up.
  • Maintain highest level of courtesy, efficiency, and accuracy to ensure customer’s expectations are met.
  • Record and dispatch complaint in accordance with department procedures.
  • Assume responsibility for an equal share of customer support, as determined by the number of people in the queue and reported in monthly statistics.
  • Oversee calls taken by after-hours message center ensuring that customer’s needs are met and FSE has provided necessary complaint handling information.
  • Close service work orders by processing completed Field Service Reports.
  • Update Service Tracking Log.
  • Update records in service tracking program as needed.
  • Follow strict adherence to telephone protocol in order to maximize call distribution throughout the customer service queue.
  • Maintain open dispatches
  • Creating contracts and notifying Director of Service of renewals/expirations
  • Ordering parts for FSE
  • Take calls from new customers requesting service
  • Manage equipment given to FSE’s
  • Coordinate with FSE’s every morning on their dispatches for the day
  • Maintain vendor relationships
  • Process expense reports

Qualifications

Education/Experience

Administrative Coordinator I: Graduation from high school or possession of a GED certificate.One year of work experience working in an office setting providing administrative support, general clerical, secretarial and/or office technical work.

Administrative Coordinator II: Graduation from high school or possession of a GED certificate. Two years of work at a level equal to or higher than Administrative Coordinator I.

Substitution for Coordinator I and II: One year of business training in an approved vocational training program may substitute for the above-required experience; or b) Completion of 30 semester/45 quarter units at an accredited college or university may substitute for the above-required experience.

Administrative Coordinator III: Graduation from high school or possession of a GED certificate.

Possession of an Associate’s Degree from an accredited college or university in business, administration, personnel, management or closely related field and five (5) years of work experience at a level equivalent to the Accounting Specialist II classification. One year of experience in accounting, budgetary, systems, financial, personnel or other administrative analytical work. Additional-qualifying experience may be substituted for required education on a year-for-year basis to a maximum of four years.

Other Requirements

Valid California Class C Driver License.

Knowledge of

  • Office practices and procedures, including filing and the operation of standard office equipment.
  • Correct English usage, including spelling, grammar, punctuation, and vocabulary;
  • Standard office administrative and secretarial practices and procedures, including business letter writing and standard format for typed materials;
  • Policies and procedures related to the department to which assigned;
  • Basic record keeping principles and practices and report preparation.
  • Business arithmetic, including percentages and decimals.
Skills
  • Providing varied, responsible, and often confidential secretarial and office administrative assistance to department head and higher-level administrative staff;
  • Using initiative and independent judgment within established guidelines;
  • Using tact, discretion, and prudence in establishing and maintaining effective working relationships with those contacted in the course of the work;
  • Analyzing and resolving administrative situations and problems;
  • Researching, compiling, and summarizing a variety of informational materials;
  • Composing correspondence independently or from brief instructions;
  • Typing at a rate of 55 net words per minute from printed copy;
  • Operating standard office equipment, including a personal computer;
  • Establishing and maintaining effective working relationships with those contacted in the course of the work.

Basic Skills

  • Give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Talking to others to convey information effectively.
  • Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Desktop Computer Skills

  • Databases - Using a computer application to manage large amounts of information, including creating and editing simple databases, inputting data, retrieving specific records, and creating reports to communicate the information.
  • Graphics - Working with pictures in graphics programs or other applications, including creating simple graphics, manipulating the appearance, and inserting graphics into other programs.
  • Internet - Using a computer application to create, manipulate, edit, and show virtual slide presentations.
  • Navigation - Using scroll bars, a mouse, and dialog boxes to work within the computer's operating system. Being able to access and switch between applications and files of interest.
  • Presentations - Navigating the Internet to find information, including the ability to open and configure standard browsers; use searches, hypertext references, and transfer protocols; and send and retrieve electronic mail (e-mail).
  • Spreadsheets - Using a computer application to enter, manipulate, and format text and numerical data; insert, delete, and manipulate cells, rows, and columns; and create and save worksheets, charts, and graphs.
  • Word Processing - Using a computer application to type text, insert pictures, format, edit, print, save, and retrieve word processing documents.
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  • Location
    Stockton, California
  • Department
    Service
  • Employment Type
    Full-Time
  • Minimum Experience
    Mid-level
  • Compensation
    DOE
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