Administrative Assistant - Echo Cliffs

POSITION SUMMARY

This position is in the Facilities Management Department of the Echo Cliffs Health Center. This position is responsible for performing administrative support to ensure efficient operation of the Environmental Services department. Supports manager and employees through a variety of tasks related to procurement, timekeeping, linen control, maintain a manual/electronic, filing system, work orders, and supply control.  Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.  Controls and monitors administrative projects through the use of local area networks, personal computer, printers and fax machines.  Assists in the development of budgets and monitoring,

NECESSARY QUALIFICATIONS

Education:

• Must have a High School Diploma or GED equivalent

Experience:

• Must have two (2) years working in a fast-paced office environment with demonstrated ability to manage and prioritize multiple assignments/projects, completing tasks and demands while meeting deadlines
• Must have six (6) months of computer experience with spreadsheet, database management, and purchasing/materials management software 

Certification:

• Must have a current driver’s license without restrictions and maintain throughout employment

Other Skills and Abilities:

A record of satisfactory performance in all prior and current employment as substantiation by positive employment references from previous and current employers.  All employment references must address and indicate success in each one of the following areas:

• Positive working relationships with others
• Possession of high ethical standards and no history of complaints
• Reliable and dependable; reports to work as scheduled without excessive absences
• Knowledge of office management systems and procedures
• Ability to provide guidance, leadership and teamwork with colleagues
• Must be able to work independently and be highly motivated, organized, and efficient
• Strong organizational and planning skills
• Attention to detail and problem solving skills
• Proficient in MS Office
• Completion of and above-satisfactory scores on all job interviews, demonstrating to the satisfaction of the interviewees and
• TCRHCC that the applicant can perform the essential functions of the job
• Successful completion of and positive results from all background and reference checks, including positive employment references from authorized representatives of past and current employers demonstrating to the satisfaction of TCRHCC a record of satisfactory performance and that the applicant can perform the essential functions of the job
• Successful completion of fingerprint clearance requirements, physical examinations, and other screenings indicating that the applicant is qualified to be employed by TCRHCC and demonstrating to the satisfaction of TCRHCC that the applicant can perform the essential functions of the job
• Submission of all required employment-related documents, applications, resumes, references, and other required information free of false, misleading or incomplete information, as determined by TCRHCC

ESSENTIAL FUNCTIONS

1. Utilizes computer programs and new office technologies to communicate data for the purpose of conveying information.
2. Responds to written and verbal inquiries from a variety of internal and external sources using a customer service attitude for the purpose of providing information and/or providing direction.
3. Communicates with other employees, departments, administrators, applicants and the public for the purpose of providing information and assistance relating to Facilities Management
4. Receives incoming telephone calls and visitors, identifies nature of business and determines appropriate course of action. Takes messages for staff in their absence or directs urgent matters to the most appropriate staff member. 
5. Responsible for data entry, troubleshooting and processing of various reports using the established software(s) such as the Paramount WorkPlace, GP Dynamic systems and work orders. Makes certain necessary materials and equipment are assembled for meetings, conferences, or other gatherings. Assures meeting minutes or reports are current and accurate.
6. Prepare, type, and review for accuracy a variety of correspondence including schedules, memos, reports, and technical documents, forms, meeting minutes, policies and procedures. Drafts letters on routine matters for signature of supervisor or signs letters on routine requests for information. Completes forms required for reports by the supervisor as necessary.
7. Maintains a variety of manual and electronic document files and records (e.g. inventory stock adjustments, budgetary reports, purchase receipts, purchase orders, GSA request forms, staff driver license, other related administrative reports, etc.) for the purpose of providing up-to-date information and/or historical reference.
8. Requests GSA/Corporation vehicles for Facilities Management staff on a daily basis.  Coordinates travel for department staff, including scheduling transportation, making lodging reservations, and preparing travel reports.
9. Provide important motor vehicle management information for all eligible drivers: obtains copy of driver’s licenses and list of eligible drivers that is updated yearly.
10. Assures staff driver licenses are submitted accurately and timely to TCRHCC General Services.
11. Compiles statistical and other data from reports or records extracting data from documents and posting or tabulating same to work sheets or other office records.
12. Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
13. Prepares and maintains work schedules for Facilities Management and team staff.
14. Participates in all organizational mandatory in-services.
15. Works closely with department, accounts payable and purchasing staff on resolving issues: invoices, requisitions, PO processing. Assists supervisor in ordering supplies for Facilities Management  
16. Obtain quotes from Vendors/Suppliers, prepare and review (for accuracy) all obligating procurement documents for requisitions, purchase orders, contracts, travel/training, credit card purchases, etc. making sure process and timeframes are met.  Maintain and updates a tracking system to ensure all supplies, contracts, services, or equipment ordered are received and ensures follow-up on backorders including: inventory of all received goods, supplies, contracts & services, and equipment.
17. Assists in budgeting of project management by identifying types of transactions, verifying costs, computing or adjusting account balances, preparing required reports, and advising staff on procedures to be followed in spending funds and informing the Supervisor of the current status.
18. Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
19. Ensure proper PPE is always worn while on duty including but not limited to face mask, gloves, gown, NIOSH-approved N95 filtering respirator or higher (if available), and eye or face shield.
20. Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (See CDC website for most current updates).
21. Complete task training for all routine cleaning and decontamination processes for all surfaces contaminated by a communicable disease to ensure a high level of patient, visitor, employee, and external customer satisfaction.
22. Performs other duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.