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Administrative Assistant- Facilities Management

2 months ago

Plainview, United States AHRC Nassau Full time

Overview:

  • Oversees the administrative functions of the Facilities Management Department. Duties included providing administrative support to a range of tasks related to communication and organization. Responsible for time-sensitive material.
Responsibilities:

Primary duties and responsibilities include but not limited to:

  • Assumes responsibility for issuing directives and responding to problems regarding processing of invoices from Accounts Payable and ensuring the billing information is correct. Following up to make sure all work is completed when applicable before approving payment.
  • Confirm that parts have been received and services have been completed prior to processing invoice payments for assigned vendors.
  • Process checks requests submitted by department supervisors by entering requisitions via Workforce system, obtaining proper signoffs, forwarding to purchasing and accounting department, as appropriate.
  • Manages payroll coordination for all Maintenance Workers and Specialists. Involves calculating hours worked including overtime using information from Workforce Time Management systems and forwarding to payroll so staff is paid accurately.
  • Track all maintenance and service contracts/update service contract spreadsheets.
  • Document all maintenance citations received from internal audits, board of director audits, and OFPC audits.
  • Ensure that maintenance staff is adequately equipped by ordering department office supplies according to demand.
  • Performs other duties as requested by Maintenance Office Manager and/or Assistant Director.

This position requires regular and substantial unsupervised or unrestricted physical contact with people receiving services and, therefore, is subject to successful completion of fingerprint/criminal background check.

Qualifications:
  • High School Diploma or equivalent and a minimum 5 year administrative experience with related facilities management background required.
  • Must be proficient in all Microsoft Suite applications.
  • Experience with electric procurement, work order and payroll systems

There is no physical requirement for this position.