JOB SUMMARY |
The Facilities Administrative Assistant works under the supervision of the Operations Project Manager and is primarily responsible for maintaining files, reviewing billing, data collection and input. Will provide administrative and clerical support to the Facilities Department of the Boys & Girls Clubs of the Valley (BGCAZ). |
JOB RESPONSBILITIES |
- Provides accounting support through invoice reconciliation processes
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- Works with Finance Department to enter receipts and purchase orders in Financial Edge
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- Maintains records and data related to facilities projects, preventative maintenance, fleet management, fire safety, quotes, and invoices
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- Provides records maintenance of the Facilities Department’s asset management software, Asset Essentials, by uploading manuals/documents, and adding or updating assets.
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- Coordinates with HR and IT Departments to maintain records and provide necessary notifications when staff in key roles are hired, transfered, or terminated
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- Manages staff ‘Users’ in various software programs
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- Maintains Facilities calendar to keep staff aware of upcoming projects and service appointments
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- Provides word processing, Adobe Acrobat, Adobe Illustrator services to design and improve templates, contracts, forms, and maps
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- Utilizes Microsoft 365 products to communicate to staff, book appointments, and save/share documents
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- Develops processes to promote efficiency when collecting documentation and project photographs
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- Compiles information to prepare weekly, monthly, and annual reports
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- Prepares training materials and binders
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- Initiates monthly USDA claim for meal reimbursement by receiving & printing documents and data entry
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- Assists to receive, track, communicate allocation of resources
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- Provided backup for the Front Office Coordinator to open mail
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EDUCATION and/or EXPERIENCE, LICENSURE and CERTIFICATION |
- High School diploma or equivalent
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KNOWLEDGE, ABILITY and SKILLS |
- Demonstrated ability to be highly accurate and detail oriented
- Strong administrative and organizational skills
- Proficient skills in the use of Microsoft 365 Suite, including Outlook, Word, and Excel
- Working knowledge of database programs
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WORKING CONDITIONS and DRIVING |
- Work is performed in our Program Services Center-Administrative offices
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EXPECTATION of EXCELLENCE |
Boys & Girls Clubs of the Valley supports a culture of excellence in all we do and all employees are expected to reflect these values in their daily responsibilities. To be sure we meet our obligations for high performance in all areas, we organize our goals and efforts under these 5 Pillars of Excellence: 
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