EEO OFFICE COORDINATOR

Job Summary:

Responsible for performing a variety of technical, administrative, statistical, and clerical duties within the NEXCOM Enterprise HQ Equal Employment Opportunity department, including but not limited to: Complaints Program: Formal and informal complaints; Disability Program: reasonable accommodation, Affirmative Employment Program - MD-715; and ADR and Education Program: training. Associate serves as the first point of contact for intake calls, as well as responding to limited inquiries in providing customer referral support to the Enterprise. The associate will also ensure accuracy in ADP payroll processing of EEO team member payroll.

Duties and Responsibilities:

• The EEOC Coordinator will be responsible for supporting all four EEO program offerings: (1) Disability Program, (2) Complaints Program, (3) Affirmative Employment Program, and (4) ADR & Education Program.
• Manages established procedures for maintaining and documenting receipt of informal/formal complaints and reasonable accommodation requests, forwards, or acknowledges receipt of documentation to the requestor, i.e., Notice of Receipt to the submitters of a proposal for a reasonable accommodation or to acknowledge receipt of a complaint.
• Utilizes various Department of the Navy (DON) and EEOC databases (I.E., Entrellitrak (ETK), the NAVY Database for complaint case documents and NAVSUP review, NEAT, and upload complaint documents from the complaints program, and maintains the EEO NEXCOM Share Drive.
• Inputs detailed account of the intake call into the ETK and reasonable accommodation data into the DON NEAT system of requests received either by walk-in, telephonic, or EEO hotline.
• Performs limited fact-finding (i.e., researching office files, records, or references to obtain information of a routine nature for the complaints and reasonable accommodation programs and seek guidance from the Director and Deputy when deviating from routine).
• Interviews contacts, obtain factual information of a routine or repetitive nature for individuals interested in consulting with an EEO counselor to participate in the reasonable accommodation process. Receives all mandatory information and enough of a description during the intake call to either sufficiently describe the problem in the referral process, or to provide appropriate assistance to solve the problem.
• Apprises associates of NEXCOM and DON EEO policies and procedures (i.e., complaints processing procedures, reasonable accommodation, etc.)
• Refers callers to appropriate EEO Specialists for resolution. Obtains necessary contact information from associate to refer associate to designated EEO Manager for implementation.
• Receives and reviews incoming correspondence, reports, directives, and other material to ensure correct dissemination of information to the right program manager.
• Prepares routine reports requiring the gathering and compiling of information/data from Department operating records, financial records, personnel, payroll records, charts, graphs, spreadsheets, etc. Develops and collects statistical data, as required by the EEO Director.

• Prepares charts, graphs, spreadsheets, etc., using a variety of software applications. Assists in compiling data for use in the development of EEO budgets.
• Markets and promotes the Enterprise EEO Program (i.e., EEO Complaints, Alternative Dispute Resolution Program, Disability Program, and effectively explain the benefits of ADR (mediation, conciliation, etc.) to NEXCOM associates, managers, and supervisors.
• As required, assist with preparing and editing various correspondences, including but not limited to EEO forms that require specific procedures and protocols needed by NEXCOM and EEO Commission Office, and maintain records, files, manuals, and other required EEO documents.
• Assists in preparing routine letters, correspondence, reports, instructions, and directives for the EEO office and maintains correspondence control logs.
• Receives visitors and makes telephone calls as required for the group.
• Coordinates travel arrangements for the Director and associates; arranges for and produces final appointments and schedules conferences, training, and/or meetings.
• Determines and maintains an adequate supply of office supplies for the group.
• Following established procedures, coordinates efforts with designated NEXCOM HQ Timekeeper to ensure timely work hours report for associates assigned to the NEXCOM Enterprise HQ EEO Department.
• Ensures that the practices and procedures used by EEO staff are consistent with established methods, policies, and procedures.
• Maintains confidential files and ensures strict confidentiality regarding all information obtained through the intake procedures and from the EEO Director.
• Coordinates and handles maintenance of office equipment.
• Performs other related duties as assigned.
• Associate is required to complete 32-hour mandatory EEO training within the first 90 days of employment. Failure to complete training within the prescribed time will result in termination.

GENERAL EXPERIENCE: 1 year experience of that provided basic or general knowledge of the principles of organization, management and administration.

Or SUBSTITUTION OF EDUCATION FOR EXPERIENCE: Six months of successfully completed academic study above the high school level, may be substituted for six months of experience to satisfy general experience requirements.

AND SPECIALIZED EXPERIENCE: 1 year of experience that provided knowledge of the methods and procedures for providing or performing a variety of tasks and services in support of the EEO functions including basic knowledge of concepts, principles, and theories of the EEO program; and experience with:

• processing a high-volume of confidential personnel, or similar, records for accuracy and completeness, and tracking missing information for quality assurance;

• reconciliation, analyzing and manipulating data and/or correcting links and formulas in MS Excel spreadsheets for statistical reporting;

• assisting, planning, tracking and reporting the disposition of records for disposal in accordance with SECNAV M-52101;

• processing confidential questions/ complaints by phone, in-person or via email, and providing written follow-up in MS Word and MS Outlook or comparable systems;

• creating Portable Document Formats presentation materials using Adobe writer or coordinating registration using web-based learning management systems, or similar electronic platforms.

Preferred Experience with Microsoft Bundle software, Oracle/PeopleSoft, or similar Human Resources Management System, for workforce or requisitions.