Facilities Administrative Assistant

Facilities Administrative Assistant

Employee Status: Regular Full Time

Work From Home Option: Not Applicable

FLSA Status: Non-Exempt

Job Overview:

Conducts routine tasks for office administration, following established processes under general supervision to ensure accuracy, timeliness, and quality of work. Responsible for providing administrative support (e.g., meeting scheduling, follow-up and information gathering, planning and coordination) for a department, group or executives.

Essential Functions:

Process weekly departmental payroll in coordination with trade foreman and supervisors ensuring accuracy of both timesheets and electronic scans

Prepare and implement documentation of daily and weekly overtime lists for the union workforce ensuring accuracy of overtime equalization lists

Coordinate with the Purchasing Department to prepare and submit requisitions for required goods and services

Track and reconcile basic expenses and invoices, ensuring compliance with company policies

Manage routine office communications, ensuring timely responses and professional correspondence with stakeholders

Identify minor process inefficiencies and suggests improvements to enhance administrative workflows

Qualifications:

Associates Degree or higher

5+ years of progressive, related experience required

Must be computer literate and have a working knowledge of Microsoft365 Office Suite

Must be able and willing to learn cloud based administrative software

Strong organizational and analytical skills

Oral and written communication skills

Ability to communicate effectively with others

Must be a self-starter and be able to work effectively with minimal supervision

Summary of Physical Requirements and Work Environment:

Primarily an office-based position requiring prolonged periods of sitting, frequent computer and telephone use, and repetitive hand movements for data entry, payroll processing, document management, and other administrative tasks. Occasional walking, standing, and lifting of files or office materials up to 30 pounds may be required. The work is performed in a professional office environment with periodic travel to other NYRA locations as needed to support departmental operations.

Pay Range / Salary: $20.54 - $27.73