ADMINISTRATIVE ASSISTANT TO THE DIRECTOR OF OPERATIONS/FACILITY MANAGER General Statement of Duties As the Administrative Assistant to the Director of Operations/Facility Manager, performs varied responsible and confidential professional, administrative, and high-level support work for the Director of Operations of the State Employees Association of North Carolina. Distinguishing Features of the Class An employee in this class serves as the confidential administrative assistant for the Director of Operations. Work is performed with a high level of independent functioning and decision making with full authority for administrative decisions within the parameters set by the Director of Operations. Employee serves as the Facility Manager for the building and property located at 1621 Midtown Place, Raleigh NC 27609. Work is performed with a high level of independent functioning and decision making with full authority to initiate and oversee maintenance, purchasing and obtaining bids, repairs and renovations to the building and property within the parameters set by the Director of Operations. Employee serves as the Office Manager for the association in managing daily operations of the office related to equipment and supplies. Work is performed with a high level of independent functioning and decision making with full authority for decisions related to the office running smoothly within the parameters set by the Director of Operations. All work is performed under the supervision of the Director of Operations and is reviewed through conferences, observation of work, and review of completed tasks and activities. Duties and Responsibilities Essential Duties and Tasks As Administrative Assistant to the Director of Operations, when requested maintains his/her calendar, both in writing and online, and schedules appointments, meetings, and conference calls; screens calls; opens and sorts mail for the Director of Operations; makes travel arrangements and handles the myriad of details which accompanies these duties and tasks. At the direction of the Director of Operations, when changes are approved by the Board of Governors, updates and maintains the official copies of the SEANC Operations Manual, Personnel Policy Manual, organizational chart, and Bylaws. Makes certain that updated copies of manuals are provided to the Communications/PR Department for uploading on the SEANC website. Assists with arrangements for committee meetings as requested, sending out emails and making phone calls, preparing and sending out agendas and materials as needed. As the Facility Manager, employee assesses and maintains the building, contents of the building, and the grounds. Facility management includes evaluating, contract negotiation/obtaining bids, planning from inception to completion, and overseeing repair and renovation and scheduled maintenance of: electrical and indoor/outdoor lighting; HVAC units and thermostats; plumbing; roofing; parking lot paving, striping and handicap access; utility services including power, water, sewer, City of Raleigh backflow inspection and waste management; contracted daily janitorial services as well as periodic linoleum, tile and carpet cleaning; lawn maintenance and design, snow removal and irrigation services; pest control treatment services; security monitoring system; City of Raleigh fire inspectors, compliance with fire codes, emergency escape plans, fire/smoke alarms and safety inspection and equipment; first aid/defibrillator supplies and equipment; landline telephone and internet services and wiring; kitchen appliances and coffee and vending services; and other essential facilities and equipment. Obtains quotes for facility repairs, recommending to the Director of Operations the contractor who best fulfills the terms of the job. Daily inspection of the property inside and outside is performed to ensure that all equipment and facilities are working properly, and any necessary repairs are scheduled. Serves as a contact for security monitoring service and any facility-related emergencies and is on call and available during non-working hours for any facility or security issues within the building. Oversees the security system and security doors and programs keycards; calls service as needed. Ensures that with no inconvenience to the employees, the building remains a clean, orderly, and safe place to be. As office manager of the association, is the administrator of the telephone and voice mail system and its operation, adding/deleting phone lines, updating the console, revising outgoing recordings and messages, resetting passwords, tutoring staff members on the operation of the system, and troubleshooting outages. Updates headquarters phone and extension directories as needed. Is assigned on rotation to back up receptionist as needed. Maintains all master keys for the association, assigning and reassigning keys to staff and officers as needed, and oversees changing of and repairing of locks. Oversees assignment of space in the association’s primary storage area to each department, assuring that materials are neat, well-organized and safely stacked and stowed. Collects in a locked storage area, schedules and oversees shredding of confidential and sensitive documents with an ISO/NAID-certified shedding vendor. Oversees recycling and proper disposal of broken or obsolete office furniture and equipment, supplies and computer equipment, reporting to the Finance Department those items disposed of for inventory and depreciation purposes. Oversees staff service awards, preparing a framed certificate and ordering the appropriate award gift. Updates staff birthday list. Employee is also responsible for the purchase and lease of office furniture, file cabinets and office equipment including network printers/copiers, postage meter, fax machine, laminator, paper-folding machine, and for ordering and maintaining all other types of office equipment, office supplies, kitchen and janitorial supplies. Employee is the primary contact for the United States Postal Service, FedEx, and UPS services. Orders association logo-printed items such as letterhead and all types and sizes of logo envelopes. Employee enters Operations’ invoices to be paid into Intaact and Smartsheet, and monitors budget line items related to the building, grounds, and contents, and determines priority needs based on funds available. Is a Notary Public and notarizes lobbyist expense reports and other documents for SEANC staff. Compiles staff cell phone list and gathers and orders office supplies and equipment needed at convention. Attends convention when required and performs duties as assigned. Employee is responsible for the SEANC store, which includes but is not limited to, processing online orders and in person sales, operating the store during committee and board meetings, the SEANC convention and as requested, ordering merchandise, maintaining inventory and monthly reconciliation. Additional Job Duties Performs all other related duties as requested or required. Recruitment and Selection Guidelines Knowledges, Skills, and AbilitiesExtensive knowledge of standard modern office administrative practices and procedures; considerable knowledge of principles of grammar, spelling, and composition.Ability to communicate effectively in oral and written forms.Considerable knowledge of computer capabilities and operations including hardware and software. Extensive skills and expert-level knowledge in a variety of computer software programs, especially Microsoft Office products including Outlook for email and online calendaring, Word, Excel, PowerPoint and Smartsheet, the Internet, and the association’s database.Maintains notary license through NC Secretary of State’s Notary Division.Excellent interpersonal skills.Extensive knowledge and practices as it relates to the overall organization, procedures, and philosophy of the organization.Knowledge of the legislative and political process.Knowledge of facility management, and the ability to establish a good working relationship with contractors and vendors as they relate to maintenance.Ability to comprehend and understand construction, operation of building and office equipment and systems, and to read and follow blueprints.Ability to be a self-starter, take initiative, and be well-organized in all duties and tasks.Ability to be resourceful and accurate in gathering, giving and coordinating information flow.Ability to use sound judgment in handling sensitive situations and solving problems, and to handle confidential information in an appropriate manner.Ability to meet deadlines, be resourceful and solve problems evolving at the last minute.Ability to compose letters and memorandums independently following established guidelines and procedures.Ability to type and take or transcribe dictation.Ability to organize and effectively process and maintain records and files.Ability to use sound judgment and organizational skills in planning and holding a wide variety of meeting functions. Physical Requirements Must be able to physically perform the basic life operational functions of fingering, talking, hearing, and repetitive motions. Must be able to perform light work exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift or move objects. Must possess the visual acuity to review and use data and statistics, to operate a computer terminal, to perform accounting tasks, and to assemble and read a variety of materials. Desirable Education and ExperienceGraduation from a business school and at least five years of progressively responsible administrative support experience with a considerable amount of experience involved with office management.Must be or be qualified to become a North Carolina-licensed notary public.Associates degree in Facility Management or Facility Management Professional certification, or three y
State Employees Association of NC
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