Administrative Assistant - Jennings, Garfield Heights

Job Description

Job Description

POSITION DESCRIPTION

Position Title: Maintenance Administrative Assistant

Department: Environmental Services

Reports to Director of Environmental Services

Position Description

The Administrative Assistant provides day-to-day administrative support to the Maintenance and Environmental Services Department. 

Essential Functions

1. Provide administrative support to the Maintenance and Environmental Services department 

1. Order maintenance supplies (e.g., tools, hardware, electrical and plumbing parts, HVAC filters, paint, and safety equipment) and housekeeping supplies (e.g., cleaning chemicals, paper products, trash liners, linens, mops, and janitorial equipment) to meet department needs. 

1. Monitor inventory levels in the storeroom and supply closets and perform regular counts to determine reorder points and par levels.

1. Keep Safety Data Sheets (SDS) on file for all chemicals

1. Follow company purchasing policies, spending limits, and approval procedures.

1. Answer and route department phone calls, emails, and walk-in requests in a professional and courteous manner. 

1. Enter, track, and close out work orders and service requests in the maintenance management system. 

1. Maintain relationships with suppliers and vendors, and keep an up-to-date vendor list with contact information, pricing, and account details. 

1. Process invoices and packing slips, reconcile them against purchase orders, and forward them to Accounts Payable for payment in a timely manner.

1. Maintain department files, equipment records, warranty information, and service contracts.

1. Respond promptly to work orders and maintenance requests.

1. Coordinate with other departments, contractors, and outside service providers as needed. 

1. Perform other duties as assigned.

Other duties and responsibilities:

1. Adhere to Resident Rights policies at all times.

1. Observe all facility safety policies and procedures.

1. Observe all infection control policies.

1. Accept assigned duties in a cooperative manner.

1. Follow and assume accountabilities for all policies and procedures contained in the Staff Handbook.

1. Plan work in an efficient manner and demonstrate dependability.

1. Support campus wide activities by offering ideas, participating on committees and attending staff and resident events.

1. Function as an active member of the team, supporting fellow team members and working effectively with other individuals and teams.

1. Understand and comply with the Corporate Compliance Program.

1. Know, understand and exemplify the mission and values of Jennings Center for Older Adults. Respect, Compassion, Community, Discovery of Potential and Celebration of Life. Perform all other related duties as directed by your supervisor and/or manager.

Qualifications

1. High school diploma or GED preferred.

1. One to three years of administrative, purchasing, or inventory control experience required; experience in a maintenance, facilities, or housekeeping environment preferred. 

1. Working knowledge of purchasing and procurement procedures, including requisitions, purchase orders, and invoice processing. 

1. Proficiency in Microsoft Office (Word, Excel, and Outlook); experience with a computerized maintenance management system (CMMS) or inventory software is a plus.

Occupational Qualifications

1. Ability to perform the essential functions of the position with or without reasonable accommodation

1. Prolonged periods of standing, and/or walking, as required by the position

1. Manual dexterity sufficient to perform the job-related tasks accurately and efficiently

1. Visual, auditory, and verbal abilities necessary to communicate effectively and perform job duties

1. Ability to work in a fast-paced environment and manage multiple tasks simultaneously