Facilities Administrative Assistant

Boys & Girls Clubs Of The Valley

Phoenix, AZ

Expired: 29 days ago Applications are no longer accepted.

$17 to $24 Hourly
Full-Time

Job Description

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

Works with Finance Department to enter receipts and purchase orders in Financial Edge

Maintains records and data related to facilities projects, preventative maintenance, fleet management, fire safety, quotes, and invoices

Provides records maintenance of the Facilities Department’s asset management software, Asset Essentials, by uploading manuals/documents, and adding or updating assets.

Coordinates with HR and IT Departments to maintain records and provide necessary notifications when staff in key roles are hired, transfered, or terminated

Manages staff ‘Users’ in various software programs

Maintains Facilities calendar to keep staff aware of upcoming projects and service appointments

Provides word processing, Adobe Acrobat, Adobe Illustrator services to design and improve templates, contracts, forms, and maps

Utilizes Microsoft 365 products to communicate to staff, book appointments, and save/share documents

Develops processes to promote efficiency when collecting documentation and project photographs

Compiles information to prepare weekly, monthly, and annual reports

Prepares training materials and binders

Initiates monthly USDA claim for meal reimbursement by receiving & printing documents and data entry

Assists to receive, track, communicate allocation of resources

Provided backup for the Front Office Coordinator to open mail

EDUCATION and/or EXPERIENCE, LICENSURE and CERTIFICATION

High School diploma or equivalent

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

WORKING CONDITIONS and DRIVING

Work is performed in our Program Services Center-Administrative offices

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: