Administrative Assistant

5 days ago

Baltimore, United States St. Vincent de Paul of Baltimore Full time

St. Vincent De Paul of Baltimore has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to SVDP Human Resources Department for consideration.


ABOUT US

Join the St. Vincent de Paul Team, where what you do is much more than just a job—it’s a cause. Our staff members are true partners in our mission to help those impacted by poverty achieve their full potential. Their job satisfaction comes from knowing that their work each day has a positive impact on people’s lives. If you are the type of person who is excited and motivated by the idea of doing good for others, and our community, come join us We are looking for high-energy staff members willing to share a commitment for our cause in a workplace filled with other caring people. We offer you a competitive salary, generous benefits, a culture where learning and growth is encouraged, a workplace where employees are highly valued and, most of all, an opportunity to be passionate about what you do every day. We are continuing to grow our organization and have many opportunities to be a part of our culture and make an impact within the community


SUMMARY

Responsible for maintaining a secure environment for the staff, clients and visitors at the St. Vincent de Paul Center while providing administrative support for the Facilities Department.


PRIMARY DUTIES

Reception and Building Security

  • Monitor and maintain facility security systems and equipment, including the alarm system and cameras.
  • Greet and sign in all guests and visitors, answering and directing phone calls and taking messages for staff at the reception desk.
  • Submit work orders for facility related issues at St. Vincent de Paul Center observed during daily walk-throughs and follow-up to ensure work orders are closed.
  • Alert program staff of potentiality hostile situations so that appropriate intervention can be provided.
  • Managing and ordering building/office/kitchen supplies for SVDP Center.
  • Complete daily walk-throughs to ensure doors are locked and the building is secure.
  • Monitor janitorial needs and requests for SVDP Center.

Facility Administrative Support

  • Provide administrative support to the Director of Facilities Management & Operations.
  • Input work orders for incoming facility repair and maintenance requests throughout the organization using the prescribed ticketing system.
  • Manage tracking of work orders to ensure completion and close out completed work orders in system.
  • Code vendor invoices and Director of Facilities credit card charges to appropriate departments and line items for all facility repairs and maintenance.
  • Support the issuance of reports to accurately present monthly facility data.
  • Support the triaging and facilitation of emergency maintenance or facility related concerns with the Director of Facilities and site liaisons and program leadership.
  • Complete incident reports for any incidents occurring within or surrounding perimeters of the facility.
  • Schedule and work with contractors to correct issues with the building.


SECONDARY DUTIES

  • Attends staff meetings.
  • Attend and participate in all staff meetings and professional development training.
  • Attend networking events with service providers.
  • Uphold the vision, mission, and values of St. Vincent de Paul of Baltimore.
  • Support a welcoming and positive environment for constituents and staff and works with them effectively.
  • Perform other duties as requested by supervisor.


QUALIFICATIONS

  • High School Diploma or equivalent, required.
  • Experience working in an administrative support capacity.
  • Prior experience and skill working with data entry and with Microsoft Office Suite, including MS Outlook, MS Excel, and MS Word.
  • Ability to communicate effectively, both verbally and in writing.
  • Ability to evaluate situations, make decisions and react quickly and calmly in emergency situations.
  • Ability to relate in a courteous, non-judgmental manner with persons from all ethnic, socioeconomic, and religious backgrounds.
  • Ability to stand, walk and sit for extended periods of time if required.
  • Ability to use and maneuver computer software such as adjusting the camera system and utilizing work email.
  • Desire and ability to work as a team player.
  • Pleasant and courteous telephone manner.

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