Administrative Assistant-Facilities

The Administrative Assistant provides administrative coordination and support to the operations of CADES. This role is instrumental in ensuring that the facilities and operations are in excellent condition, always enabling safe and full programmatic use of facilities while complying with legal requirements and assisting in building projects for CADES construction, site acquisition, renovation, and maintenance of facilities.DUTIES AND RESPONSIBILITIES:Assists in the development and on-going maintenance of vendor relationships byVendor communication and schedulingResearching identified new vendor needs and contacting them to schedule appointments with the Assistant Director of FacilitiesFollowing up with vendors on outstanding estimates and schedule confirmationsSending confirmation emails to vendor two days prior to the scheduled appointmentObtaining Purchase Orders (PO) for approved work and entering into to the Operations Team databaseScheduling vendor pick-ups as needed including, but not limited to, Stericycle medical waste and GRM shredding binsManages facilities data byMonitoring and maintaining the supply inventory in the electronic maintenance software program including:Completing weekly inventory of building suppliesUpdating inventory in the electronic maintenance software programOrdering needed supplies based on preestablished limits for reorderVerifying delivered supplies based on the items orderedPulling work order data from the electronic platforms and sending to the Director of OperationsAssists in managing transportation fleet byEnsuring compliance with vehicle registrations, inspections, and insuranceTracking routine maintenance needs and scheduling appointments accordinglyMaintaining updated maintenance records in the fleet management softwareCompleting initial notification to the insurance company for any motor vehicle accidentsMaintaining a database of handicap placards and submitting annual renewal paperworkProvides administrative assistance to the Operations department through tasks including, but not limited to:Supporting compliance with completion of Community Living Arrangements (CLA) medical appointments by:Confirming weekly scheduleNotifying CLA Medical Appointment Scheduler of any changes or cancellationsSending secure communications to program teams confirming weekly scheduled appointmentsUpdating contact information for medical offices in the electronic health recordsMonitoring requests for temperature changes and complete in the Radius systemCompleting annual fire letters for the CLA & Adult Day Programs (ADP)Receiving supply requests from George Crothers Memorial School (GCMS) & ADP and communicating requests to the Maintenance TechsCovering the front desk as needed for lunch breaks and approved time offPerforming other administrative functions including laminating and copyingSupports invoice monitoring and approvals byMaintaining the Operations PO spreadsheet including adding new approved projects and documenting received invoicesReviewing submitted invoices, matching to appropriate PO and submitting to the Director of Operations for approvalComparing approved invoices to the biweekly Accounts Payable (AP) report to confirm payment and submit a report to the Director of OperationsSupports the orderly and safe flow of traffic around Rutgers Avenue byMonitoring the crosswalk at the main entrance of the building during arrival and dismissal to ensure vehicles are following the traffic flow procedureRegulating the flow of traffic in and out of the parking lot for emergencies and drillsProvides administrative support byAnswering phones, routing calls, and taking messagesCopying, collating, filing, sorting, and shredding documentsStuffing envelopes and mailing correspondenceGreeting and directing visitorsEntering data and running reportsPerforms other duties as assignedEDUCATION/EXPERIENCE/SKILLS REQUIREMENTSHigh school diploma or graduate equivalency diplomaTwo (2) years’ experience providing administrative support to a facilities or operations team with multi-site facilitiesDemonstrated ability to read and interpret documents, instructions, and procedure manualsDemonstrated ability to write and complete routine reportsDemonstrated ability to work in a fast-paced environment and effectively prioritize tasksDemonstrated strong attention to detailDemonstrated ability to work effectively as part of a teamDemonstrated strong time management and organizational skillsDemonstrated excellent judgment with the ability to independently solve problem and make decisions under the guidance of department leadershipDemonstrated ability to anticipate changes and/or identify issues and take appropriate and effective actionsDemonstrated ability to handle and maintain confidential informationExcellent customer interaction, collaboration, and written and verbal communication skillsDemonstrated intermediate experience with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint; Publisher and report writer experience preferredKnowledge of/Experience using electronic management/electronic records systems preferredKnowledge of the geography of the areas served and traffic laws of the Commonwealth of PennsylvaniaMust be able to perform CPR, First Aid, and crisis intervention using agency-trained protocolsAbility to operate a light motor vehicle and adapted safety equipment safely and skillfullyAbility to drive passenger vans, station wagons, and large carsMust possess a current, valid driver's license in the state of residence, have a minimum of three (3) years of driving experience within the United States, and have an acceptable driving record, which will be assessed through a review of the Division of Motor Vehicles (DMV) record #J-18808-Ljbffr CADES