Assistant (P0004) Administrative Assistant, SFC Adult Day

The J•Maryland Heights, MO

1d•Onsite

About The Position

The Administrative Assistant supports the Jewish Community Center’s mission of enriching lives, building community, promoting inclusivity, and creating meaningful Jewish experiences. The role collaborates across departments and provides customer service to staff, members, vendors, Kitchen J, and rental clients. It supports the Buildings and Grounds department, the Operations Manager, Kitchen J, 613 Catering, and facilities projects, and serves as a backup for rentals. The position is full-time, based at the JCC Main (SFC) in St. Louis, Missouri, with a day shift. Evening and weekend availability may be needed for events and emergencies.

Requirements

High school diploma or GED required.
Ability to use business automation and payroll software, Microsoft Office (Word, Excel, PowerPoint, and Outlook), Adobe Acrobat, and databases.
Ability to learn new software applications as needed.
Ability to use common office equipment, including a multiline phone, fax, copier, printer, and scanner.
Strong verbal, written, and oral communication skills.
Ability to manage multiple priorities and projects simultaneously and prioritize appropriately in a fast-paced environment.
Attention to detail and outstanding internal and external customer service skills.
Strong leadership and interpersonal skills, including the ability to be approachable while holding people accountable.
Ability to collaborate effectively across departments and with external customers and vendors.
Flexible schedule to accommodate required evening and weekend work.
Ability to volunteer for event setup and teardown.
Commitment to the J’s inclusive mission.
Must pass a pre-employment physical.

Nice To Haves

College degree preferred.
Salesforce proficiency is a plus.
Prior accounts receivable or accounts payable experience is desired.

Responsibilities

Respond promptly to incoming department calls, voicemails, and emails; direct maintenance and operational requests to appropriate team members and delegate staff responses to business needs.
Create and distribute the “Today at the J” daily email for the Staenberg Family Complex and Fox Building, usually 1–3 days in advance, including appropriate room-layout drawings for Building and Grounds staff and additional notice for weekend setups.
Support the Operations Manager with incoming and outgoing UPS and FedEx items, including preparing shipments, scheduling pickups, logging deliveries, and arranging delivery to recipients.
Manage, generate, and process Buildings and Grounds department and J capital-project bills and invoices in accordance with accounting procedures.
Support Kitchen J and 613 Catering as needed; file paid invoices, generate and distribute Mikvah invoice statements, assemble and submit month-end interdepartmental charges, and review department profit-and-loss statements for appropriate credits and charges.
Process key and proxy-dot requests, issue and log items, file employee receipts, and record returns.
Support the Volunteer Coordinator with the Community Service Workers program as needed.
Monitor active vendors’ Certificates of Insurance and request updated copies when necessary.
Tally vehicle statistics monthly.
Maintain agency OSHA records, including documentation, training attendance, training requirements, and reminders.
Pick up and distribute department mail.
Prepare reports, memos, and agendas, and follow up on facilities projects in coordination with the director and departmental management.
Provide rental backup, including conducting event intake, handling communications, and generating contracts in Salesforce when needed.
Assist with coordinating event vendor rentals, such as tables and linens.
Review staff facility reservation requests and contact requesters who have not submitted a setup to finalize bookings.
Be available and responsive for building-wide events and emergencies, including evenings and weekends.
Volunteer for event setup and teardown as needed and perform other duties assigned by the supervisor.