Administrative Assistant, Facilities Services

Wingspan Care Group • Shaker Heights, OH

4d

About The Position

The Administrative Assistant provides support to the Division of Facilities Operations team and works in cooperation with the division’s directors, managers, and supervisors. Further, the Administrative Assistant works integrally with various Agency departments, including but not limited to Information Technology and Finance, to further the department’s and Agency’s goals.

Requirements

• Possesses skill, knowledge, and abilities to perform the essential duties of their role; keeps knowledge up to date.
• Demonstrates awareness, sensitivity, and skills in working professionally with diverse individuals, groups and communities who represent various cultural and personal background and characteristics.
• Communicates clearly using verbal, nonverbal, and written skills in a professional context; demonstrates clear understanding and use of professional language.
• Adheres to professional values such as honesty, personal responsibility, and accountability; applies ethical concepts within scope of work and adheres to Agency policies and procedures.
• Functions effectively as a member of a professional team that includes employees, clients, and family members.
• Recognizes problems and responds appropriately; gathers information and sorts through it to identify and address root cause issues; makes timely decisions.
• 5 years of office experience, coding, data entry, procurement, and working with contractors required.
• Must understand tool and equipment names, equipment functions, household, and maintenance items.

Nice To Haves

• Bachelor’s degree preferred. In lieu of degree, equivalent combination of education and work experience in conjunction with a High School Diploma required.

Responsibilities

• Provide administrative support to the Facilities Operations and Project Coordinator, including but not limited to ordering Facilities department-related supplies, completing Purchase Order’s, tracking orders, and coordinating deliveries.
• Administer and provide administrative support to the Facilities Division’s various departments and teams as well as on an as-needed basis to other executives and departments.
• Maintain and update the department vendor database.
• Assist with the ordering of facility related supplies and furniture across the Agency and affiliates, including office supplies, name plates and ancillary signage, basic item needs for new start-up locations, and carpet and office furniture.
• Maintain office inventory records, including seating charts and office furniture tracking.
• Manage Agency accounts for copiers and postage machines. Coordinate service and supplies for the machines as needed. Maintain and update the managed equipment inventory, including copier and other office equipment lease information.
• Process and code vendor invoices for payment, and reconcile monthly credit card statements, including gas card and purchasing card statements. Create Check Requests with Finance as required.
• Annually maintain Property Portfolio document.
• Attend scheduled staff meetings, supervision, and on-going training.
• Maintain current all required training courses, certifications, and licensure in accordance with applicable licensing and accreditation regulations and standards.
• Respect the privacy of clients and hold in confidence all information obtained during the client’s treatment. All client-related documents should be handled in accordance with Agency guidelines on confidential material.
• Maintain confidentiality with regards to sensitive employee information obtained during and after employment.
• Maintain high standard of ethical and professional conduct and adhere to Agency policies and procedures.
• Other duties as assigned by management.

Benefits

• Competitive benefit options to our employees and their families, including domestic partners and pets.
• Comprehensive medical (free option available), dental, vision & FSAs
• 50% CWRU MSW tuition discount & free supervision for licensed roles
• 403(b) retirement plan with employer match
• Generous PTO, paid holidays, and 24/7 EAP support
• Fertility/IVF coverage, childcare FSA, and pet insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree