Administrative Specialist (JR 3372)

3372
Administrative Specialist
Los Angeles, CA 90004
Salary: $65,000 - $75,000
Full Time
Non-Exempt

WHAT IS AN ADMINISTRATIVE SPECIALIST?

The Administrative Specialist is responsible for managing and leading the overall administrative processes for the Facilities & Operations, department, Facilities, Maintenance, Security, Safety & Fleet. The Administrative Specialist will apply all facilities maintenance service principles, practices and methods governing janitorial & grounds, building, and equipment records, to comply with safety and sanitation standards, as well as applicable local, state and federal regulations. They will also assist in processing, maintaining, archiving and making recommendations to improve facilities/maintenance records, and systems.

Furthermore, the Administrative Specialist is responsible for ensuring that information is communicated to the Senior Director of Facilities & Operations and their designees in a timely fashion and must interact with all staff in a personable, professional, and helpful manner.

MAKE A DIFFERENCE THROUGH ACTION

The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions:

• Administrative
  • As directed by the Senior Director of Facilities & Operations, ensures facilities/maintenance escalation request are addressed and prioritized per SLA's.
  • Assist with creating & maintaining current SOP's, updating, and maintaining department specific
  • Extensive calendaring & email management for interdepartmental services, incl. but not limited to contractors & vendors, routine maintenance, emergency drills & debrief
  • Manage all vendor relations in coordination with Regional Facilities Manager, EHS Manager &
  • In tandem with Senior Director & AD of Facilities & Operations and EHS Manager, upkeep the FacOps section of the intranet aka
  • Assist Senior Director of Facilities & Operations and IT Director with developing and implementing procedures for tracking company assets to oversee quality control throughout lifecycles. Incl but not limited to vehicles, security equipment, maintenance tools,
• Fleet Management
  • Manages with program and business department personnel to determine their vehicle
  • Maintains vehicle registration to ensure all are up to date.
  • Maintains records regarding vehicle repairs and produces cost analyses upon
  • Manages PATH's Fuel network; issuance and deactivation of WEX approved gas cards, gas pins
  • Leads PATH's rental program via Enterprise, providing & deactivating access for individuals in need of a vehicle
  • Maintains vehicle records for systematic preventative maintenance processes; including but not limited to fleet & food truck compliance with DPH &
  • Ensures documentation of all paperwork needed regarding vehicle accidents, maintains safety and efficiency standards through the design and implementation of the appropriate processes and procedures for the fleet associated functions, and provides monthly reports on vehicle safety to the Safety
  • Manages the process for reporting of vehicle incidents to PATH insurance broker to ensure funds are disbursed
  • Leads the dispatch for all agency vehicles to repair facilities (i.e. mechanical and electrical repairs, ). Inputs of Agency vehicle repair and maintenance information into data system (i.e. vehicle repair invoices).
  • Tracks, schedules and expedites Vehicle Repair
  • Tracks of Pool Vehicle use to ensure optimal availability to
  • Manages and tracks Vehicle reservations requests to ensures vehicle sign-out logs are being kept
• Documentation
  • Takes meeting minutes/notes as
  • Lead and monitor the automation for all departmental reports and records from CMMS, LMS & Safety Software(s)
  • Ensure departmental expense/invoices reports are submitted in a timely manner per finance
  • Ensures all FacOps tracers are renewed and stored per funder
  • Purchasing and Managing Supply Services
  • In tandem with FacOps teams, leads the procurement for all office supplies, tools/ equipment and special

• Procures supplies in a cost-effective manner and conducts periodic cost comparisons to facilitate this
• Ensures all supply orders have being confirmed for accuracy and are, routed to the proper locations.
• Ensures all returns are completed and reimbursement to the company is
• Manage inventory of all incoming and inhouse
• Ensures that notifications are sent to affected staff when items have been
• Ensures products received are checked properly and in good condition before accepting
• Manages all donations to include of taking inventory and setting up pick-up and

• Budget
  • Assists in developing and managing the Operations, Facilities & Security
  • Safety & QA:
  • In coordination with Environmental Health & Safety Manager ensure all safety-related inspections are assigned and completed per
  • Onboards/trains all newly appointed safety personnel to agency's safety software incl. but not limited to Relias, I Auditor & Freshservice
  • Monitor work orders flagged as "safety issues" and assist with escalation of safety-related projects immediately to ensure proper precautions are taken to keep clients, staff and visitors safe until a permanent resolution is
  • Participate as directed in emergencies including, calendaring & minutes for Safety procedures; fires, natural disasters, medical emergencies and respond to ensure management
• Customer Service
  • Provide friendly supportive service to program and departments staff in response to tickets and requests, redirecting them as necessary to management when their requests cannot be addressed within their expected timeframe, or when requests are made outside the ticketing system
• Other
  • Must demonstrate a commitment to diversity, equity, and inclusion through inclusive service delivery, continued learning and development, modeling inclusive behaviors, contributing to an inclusive work environment, proactively mitigating bias in internal and external systems as well as interactions with internal and external
  • Perform all other duties as assigned or

WHAT YOU BRING

• Organizational skills and ability to self-direct.
• Ability to react to change productively and handle other essential tasks as
• Ability to prioritize, multi-task, and produce high quality and accurate work
• A strong work ethic including a high level of professionalism and a strong respect for the clients and all team
• Good verbal, written, analytical and problem-solving
• Effective organizational and time management
• Enthusiastic, welcoming demeanor and professional customer service
• Proficiency with MS Office program and ability to create spreadsheets and databases with Excel,
• Strong work ethic and the ability to self-direct.
• A high level of professionalism and respect for the clients and all team members.
• An enthusiastic and welcoming

HEALTH AND SAFETY

PATH's commitment to safety is based on our vision of an environment that values the welfare of its staff, clients, and community. PATH employees have an individual responsibility to create a safe and healthy environment in addition to specific measures PATH has put in place. Accordingly, this position requires that the incumbent:

• Observe and abide by PATH's health and safety policies and procedures.
• Perform all job duties in a safe

PREFERRED QUALIFICATIONS

• Associates degree in a related
• Combination of education and experience may be

MINIMUM QUALIFICATIONS

• Three (3) years of experience in administration, business, facilities management or a related

MANDATORY REQUIREMENTS

• Employment Eligibility Verification
• Reliable Transportation
• Updated Tuberculosis Test
• Successful completion of background screening & drug test.
• Ability to work flexible hours which may include evenings or
• Ability to obtain CPR/First Aid certification through
• Driving is an essential function of this To meet the requirements of for this position, the incumbent:
  • Must hold a valid CA Driver's
  • Must possess their own vehicle and provide proof of
  • Must provide proof of insurance
  • Must be able to qualify for PATH insurance