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Administrative Assistant

1 month ago

Detroit, United States Abacus Service Corporation Full time

Position Summary:


Job Title: Senior Administrative Analyst

Location: 11050 Rogell Drive, Bldg. 602, Detroit, MI (48242)

Duration: 3-6 Months Contract


Job Description:

Under the supervision of the assigned supervisor, the Senior. Administrative Analyst supports a variety of Divisions or Departments including performing research analysis, compiling and analyzing data/information, writing and summarizing reports related to contract terms, documents and conditions used by the Division or Department. This employee will often handle complex and confidential assignments.

Essential Functions

• Creates/updates reports, spreadsheets, and documents for use by staff. Performs queries, audits, and summaries.

• Updates and maintains complex and confidential database records.

• Assist with incoming and outgoing communications and scheduling needs.

• Assists with review of documents as needed. Provides comments and recommendations to staff for inclusion in the Department or Division's response/comments.

• Manages customer service functions and requests. Directs requests to the appropriate staff member.

• Processes delivery reports, vouchers, Purchase Order requisitions, credit card reconciliations, expense reports, etc. using the integrated financial system. Maintains the Division's prospective vendor contact lists for products and services.

• Conducts research and gathers data to support Division or Department purchasing process. Conducts general research as needed in support of Division or Department's goals and objectives.

• Maintains Division's physical and electronic contract and read files, including but not limited to subcontracts and partnerships, RFP/RFQ/RFI documents and related proposals/contracts. Verifies and or obtains contract file content including amendments, resolutions, summaries, correspondence, minimum concession fee adjustments, etc.

• Develops and maintains tracking system for contract information including expiration, renewals/extensions, if applicable.

• Develops and distributes information reports to other Divisions, Departments and Tenants. Obtains data from Financial Planning and Analysis; develops and distributes reports as needed. Reviews, evaluates and tests data to ensure accuracy of reports and documents.

• Improves Department utilization of the Computerized Maintenance Management System (CMMS) by validating asset management and job plans; developing, producing and distributing reports; and assisting personnel in the CMMS management of work orders to ensure work orders are properly created, updated, and closed; as well as work order planning and scheduling.

• Performs other similar and related duties as required or directed.

Required Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

Associate’s degree AND three (3) years’ experience in compiling and analyzing data/information, writing and summarizing reports related to contract terms and conditions.

OR

High School Diploma or Certificate of High School Equivalency AND six (6) years’ experience in compiling and analyzing data/information, writing and summarizing

Knowledge, Skills and Abilities

Office Suite Software (Core - Email, Word Processing, Spreadsheets, Presentation) Proficient

Database Systems / Software Proficient

Accounting/Financial Software Proficient.