Administrative Assistant, Part-Time

Options for Community Living, Inc.•Brentwood, NY

3h•$22 - $24•Onsite

About The Position

Options for Community Living, Inc. is committed to helping Long Island’s most vulnerable families and individuals live healthier, more stable, and productive lives. In 1982, Options was established to respond to the need for housing in the community for people with serious mental illness. Today, Options serves over 2,000 adults and children annually and manages more than 160 residential properties across Long Island. Options for Community Living, Inc. is looking for an Administrative Assistant to join our Facilities team! An ideal candidate should meet the following requirements: High School graduate or the equivalent. One year of general office experience required.

Requirements

High School graduate or the equivalent.
One year of general office experience required.

Responsibilities

Data Entry – Input all completion dates for annual maintenance of agency contracts into Microsoft Access database, such as air conditioner maintenance, furnace cleaning maintenance, irrigation maintenance, and gutter cleaning maintenance.
Process purchases/receipts for maintenance-related items for mechanics every two weeks when mechanics are at the main office. Make copies of receipts/purchases.
Order office supplies through Amazon when needed for facilities office staff and mechanics.
Maintain the vendor binders with hard copy records of all license and insurance information and the removal and addition of new vendors.
Maintain key inventory in the key cabinet for the ATC and MH department for all sites, including updating the key sheet for each box.
Run pending reports for mechanics every two weeks prior to their visits to highlight any outstanding items for Facilities Manager.
File all work orders for the MH and ATC departments.
Maintain supply cabinet inventory and spreadsheet for facilities supplies for mechanics and staff.
Manage/monitor Ring cameras at specified sites. Update locations and camera status and distribute spreadsheet weekly to staff.
Monitor van maintenance. Track New York State inspections, complete registration renewals online, service updates, and Options bi-annual inspections. Maintain Options Van Maintenance Logs and update spreadsheets to track van assignments and locations.
Update inventory of smoke/carbon dioxide detectors for all sites on a spreadsheet. In addition, work with Quality Improvement to access BK Fire report system.
Distribute Monthly Mechanic Residential Safety forms. Record submissions by building mechanics.
Provide coverage for the reception desk as needed.
Additional administrative duties as assigned.