Job Overview

The Facilities Administrative Assistant provides administrative support primarily to the Facilities and Operations Departments by planning, organizing and implementing office administration.

Essential Duties

Key duties of this position include, but are not limited to, the following:

• Distribute and record badge and keys for staff throughout the organization, troubleshoot as issues arise and deploy replacements as needed.
• Provide vehicle access to approved fleet vehicle drivers. Provide support to Campus Safety for GPS tracking software and vehicle access system. Assist with troubleshooting as needed.
• Oversee all deactivations of staff access, maintain log of all staff who are off boarded. Follow up with HR for equipment returns and ensure appropriate records are maintained.
• Provides administrative support to the Facilities Director and Assistant Director of Operations including but not limited to schedule management, vendor outreach, follow up on contracts or projects, etc. Prepare materials for meetings such as creating agendas, minutes and processing supporting paperwork.
• Responsible for tracking, filing, and organizing agency fire drills, fire alarm inspections, fire hydrant records, pool and sprinkler system reports to comply with OCFS and DOH guidelines.
• Responsible for the AMEX reconciliations for the Director of Facilities and Assistant Director of Operations.
• Responsible for creating Purchase Orders and entering all invoices for Facilities Maintenance, Custodial, Food Services and Operations.
• Maintains all project records, vendor files and pertinent documents.
• Order office and Facilities supplies as needed. Complete cost comparisons as needed.
• Supports overall strategic plan of the organization.
• Ability to adhere to our organization's core values and commitments.

Essential Qualifications

Key qualifications include:

• 
  High School Diploma or equivalent with three to five years relevant office experience including correspondence, filing, schedule management and interface with internal and external customers

• Strong verbal and written communication skills are a necessity.
• Outstanding organizational and follow-through skills with strict attention to detail.
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Must be proficient in Microsoft Outlook, Word, Excel, or Adobe equivalent.
• Ability to access and utilize ADP app on smartphone or other device for access to agency programs

Physical/Travel Requirements

• Reach
• Walk
• Climb Stairs
• Bend
• Ability to lift weights up to 20 lbs.

The employee must be able to meet these requirements with or without a reasonable accommodation.

Disclaimer

Nothing in this job description restricts Andrus’ right to modify the duties/responsibilities of this job at any time, with or without advanced notice.

EEO Statement

Andrus is an equal opportunity employer.