Description
Administration
- Client-facing role overseeing administrative operations and providing detail-oriented administrative/clerical support, including general office management, completing daily check logs, and general upkeep of office space.
- Composes general correspondence, memos, vouchers, check requests, and other documents.
- Interact with external callers, visitors, and clients in addition to all levels of staff.
- Handles incoming and interoffice calls and inquiries and directs clients to appropriate programs or staff.
- Collaborate with cross-functional teams to resolve process questions, updates, or issues that arise.
- Provide professional assistance to the Director of Operations in research, design, implementation, and reporting of projects on programmatic and administrative responsibilities.
- Maintain a high level of confidentiality.
Purchasing Administrator
- Responsible for processing purchase orders and coordinating with Program Staff to ensure the completion and delivery of all orders.
- Maintain a superior level of accuracy while purchasing and verifying purchase order information, including proper product costing, shipping instructions, etc.
- Resolve changes and discrepancies and update purchase order information accordingly.
- Act as a liaison in purchasing between vendors and the agency.
- Research and evaluate suppliers based on cost, selection, service, distribution capabilities, and availability.
- Ensure essential systems are updated to provide accurate and up-to-date information to the Finance and Program department.
Facility Management
- Coordinate and oversee maintenance activities to ensure the facility is well-maintained and complies with safety standards.
- Act as a liaison with external vendors, contractors, and service providers for facility-related services.
- Track and maintain monthly inspections and first-aid kit inspections for every site to ensure the facility complies with health and safety regulations.
Requirements
EDUCATION:
- Bachelor's education required in business administration, management, finance, communication, or related field preferred.
EXPERIENCE:
- At least three years of experience in administrative support experience.
OTHER:
- Competent in Microsoft Office tools and inputting services in an online database.
- Bilingual/Bicultural in Spanish, preferred.
KEY COMPETENCIES
- Sensitivity to cultural diversity is required. Ability to communicate and cooperate with diverse families, various professionals, and community groups.
- Outstanding communication, written, and interpersonal skills.
- Excellent organizational skills, ability to prioritize tasks, high attention to detail, and time management skills.
- Great integrity and a proven ability to operate as a team player.
- Ability to critically evaluate situations and make appropriate decisions.
- Negotiation and conflict resolution skills.
PHYSICAL REQUIREMENTS
- Must be able to remain stationary 50% of the time.
- Must be able to frequently move about inside the office to access file cabinets, office machinery, etc.
- Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
- Occasionally ascends/descends stairs.
- Frequently moves desks, chairs, tables, easels, and children's toys.
- At times may be required to lift up to 25 lbs. for various classrooms and event's needs.
- Frequently moves in outdoor weather conditions.