Administrative Assistant

Administrative Assistant II - Facilities

Salary Range $18.00 - $20.00 Hourly Position Type Full Time Regular Education Level High School Diploma/GED Category Admin Support

Description

Job Summary

Performs advanced, complex, and often confidential work with a broad scope of responsibilities; prepares reports and spreadsheets from start to finish; coordinates information and arrangements for meetings, projects, and operational activities.

Provides administrative support for Operations and Facilities functions including coordination of maintenance communications, vendor interactions, work order administration, record maintenance, project tracking, and support of Area Command operational activities.

Essential Functions

This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Administrative Support Responsibilities for Operations (60%)

Coordinates administrative support activities for Operations and Facilities functions including maintenance communications, scheduling, reporting, and project coordination.

Receives and routes maintenance-related calls, requests, and service concerns to appropriate Facilities personnel and assists with follow-up communications as needed.

Assists with administration and coordination of maintenance work orders utilizing UpKeep software, including communication with department leadership, tracking requests, and maintaining accurate records.

Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature with limited supervision and direction such as correspondence, proposals, programs, statistics, invoices, agendas, ensures the accuracy, completeness, and timeliness of the same.

Performs a variety of administrative work associated with special projects; processes correspondence and special documents; ensures the accuracy and completeness of the same before submitting for approval and signatures.

Research, compiles, interprets, and summarizes information for various reports, and special projects; research files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate people of discoveries.

Develops and maintains a filing system of a variety of correspondence, forms, cards, records, reports, vendors, vehicle lists and documents; maintains and utilizes the bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.

Answers telephone in a courteous and tactful manner; schedules appointments; greets and assists employees and people from outside The Salvation Army; provides accurate and complete information regarding the office operations and/or services; attempts to resolve complaints in a calm, courteous, and tactful manner.

Assists with the administration and maintenance of fleet vehicle records, including tracking vehicle lists, coordinating maintenance and service schedules, maintaining documentation, and communicating with staff and vendors regarding fleet-related needs and repairs.

Event/Meeting Planning Responsibilities (25%)

Coordinates and assists with planning, scheduling, preparation, and administrative support for Property Committee, Finance Committee, Operations meetings, and other leadership or committee meetings as directed by the Operations Manager.

Compiles information for booklets, kits, notebooks, etc. for conferences, seminars, meetings.

Coordinate arrangements for routine meetings; ensure that meeting rooms are properly and cleaned before and after meetings; prepare food and drink as necessary.

Performs various clerical and support work associated with special projects, seasonal events, and committee meetings. Leads special projects as requested and performs other related duties as assigned.

Plans and executes successful events including preparation of pre- and post- event analyses to assess opportunities, provide recommendations for future actions and improvements, and implement as appropriate.

Accounting Responsibilities (15%)

Prepares and maintains records, databases, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data into the computer to maintain records; research files to locate specific information found in documents, correspondence, lists, forms, etc.

Processes invoices for payment to include requisition and check request; receive and process checks. Maintains appropriate back-up paperwork in files and ensures that payments are made in an accurate and timely manner.

Other Responsibilities

Answers and directs all incoming calls; assists other departments while relieving the Receptionist.

Assists with the administration and coordination of insurance claims, including gathering and submitting documentation, communicating with insurance representatives and departments, maintaining claim records and files, monitoring claim status, and ensuring timely follow-up on outstanding items.

Performs other related work as required.

Physical Requirements

Ability to meet attendance requirements.

Ability to read, write, and communicate the English language.

Ability to perform routine mathematical computations.

Ability to keypunch information into a computer.

Ability to sort and file documents alphabetically and numerically.

Ability to operate general office equipment including a telephone, fax machine, photocopy machine and computer.

Ability to concentrate and strong attention to detail with constant breaks in concentration associated with answering phones or speaking in person to clients requiring assistance.

Ability to work well under the pressure of deadlines.

Ability to follow instructions and work independently with limited supervision.

Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.

Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.

Working Conditions

Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.

Employee Benefits :

Paid Time Off

Retirement Savings Plan

Supplemental Insurance

Voluntary Life and more!

Qualifications

MINIMUM QUALIFICATIONS REQUIRED

Education and Experience

High school diploma or G.E.D. Prefer to have secretarial courses from a technical or vocational school or training or experience which provides the required knowledge, skills, and abilities.

Licenses and Certifications

Driver License

Equal Opportunity Employer: Veterans / Disabled