Administrative Assistant - Facilities
About The Position
The Facilities Administrative Assistant provides a key role in supporting dynamic operations of the Munson Facilities Division. Under the direction of the Director of Facilities and Campus Safety, this position provides comprehensive administrative assistance for a wide range of division activities. This is a full time position located on-site in Utica, NY and will work Monday through Friday, 8am to 4pm. Occasional evening and weekend work for special events may be required. Our Culture: Munson is committed to community engagement and building a diverse and inclusive workplace. We encourage applications from all qualified candidates, regardless of background, and welcome the unique perspectives and experiences they bring. This position will model the values and culture of the organization to colleagues and the public by being welcoming, inclusive, and respectful and will value collaboration across the organization.
Requirements
- Bachelor’s degree preferred, with a minimum of 2-3 years related experience required.
- This position will process a large volume of accounts payable and billing/account reconciliation. Attention to detail and a desire to perform routine accounting/AP tasks is required.
- Advanced personal computer skills that include the ability to send/receive e-mail messages, post information to a database or spreadsheet, and perform advanced word processing, bookkeeping, and/or data entry. Knowledge/use of computer, printer, photocopier, phone system, fax machine, and scanner. Requires experience with Microsoft Word, Excel, PowerPoint, Google Suite, and various software programs.
- Effective organizational and time management skills and ability to prioritize tasks, work independently, and follow through on all assignments with minimal direction
- Critical thinking, consensus building, and problem-solving skills required.
- Ability to gather information, sort, draft, and provide analysis for budgetary and purchasing projects
- Excellent communication skills, polished and professional interpersonal skills to interact with Munson staff and faculty, members, students, donors, vendors, and the general public
- Ability to read and understand budget reports and accurately prepare fiscal documents and forms.
- Must have a valid NYS driver’s license and means to transport mail to the post office as needed.
- Close mental and visual attention are required to perform work dealing primarily with preparing and analyzing data and figures, using general office and computer equipment and/or extensive reading.
Nice To Haves
- Knowledge of CMMS software helpful.
Responsibilities
- Perform accounts receivable and payable functions in accordance with Finance Office policies and procedures, including preparation of regular financial deposits, payment requests, travel reports, etc.
- Monitor division budget expenditures by maintaining databases (spreadsheets) and tracking within financial software system(s)
- Verify and reconcile all billing and utility expense statements/invoices
- Provide routine administrative office duties to support efficient office operations including preparing meeting arrangements and agendas; ordering office supplies; maintaining filing systems and other required documentation; and process, handle, and maintain confidential information, records, and materials
- Assist with the preventative maintenance program by adding work requests as needed, generating weekly reports on open jobs, productivity, and other metrics as needed. Aids in entering employee time tracking data using online CMMS database.
- Assist with Munson’s parallel LLC, Praxis, with property management by posting vacant rentals through rental agencies, and collecting, recording, and depositing rent payments; act as a liaison to local relator(s). Responsible for preparing, maintaining, and submitting paperwork required for solid waste exemption regulations.
- Assist with planning and logistics related to Munson’s annual Summer Festival, including the car show event. This includes but is not limited to serving as a liaison for sponsors, executing data entry and reporting, communicating with participants, managing registrations, coordinating interdepartmental event setup, etc.
- Manage Physical Plant architectural drawings and document library
- Provide relief coverage for Visitor Services reception on a rotational basis
- Serve as a backup for Munson’s mail service
- Serve on Munson intra-departmental committees
- Perform other duties as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
