Facilities Administrative Support

YMCA of Southwest Florida•Venice, FL

13d•$22

About The Position

POSITION SUMMARY: Under the direct supervision of the Association Property & Maintenance Director, this position provides administrative and secretarial support for the facilities team. In addition to data entry, filing, and scheduling, performs duties such as record keeping, coordination of meetings, obtaining supplies, preparing purchase order requests, and working on special projects as needed. Also, answers correspondence and follows up vendors and suppliers as needed. She/he is expected to deliver friendly, efficient customer service and to create a warm and welcoming atmosphere for all. ESSENTIAL FUNCTIONS: Type correspondence and answer routine correspondence. Prepare purchase order requests, maintain supply orders, and other clerical functions. Manage appointments as needed for the Director. Answer all incoming telephone calls and refer to appropriate staff member. Prepare all required reports and maintain all appropriate records as requested. Manage filing and ensure distribution of necessary records to the appropriate branch staff. Demonstrate initiative in the performance of assigned responsibilities. Maintain positive and cohesive relationships with staff and vendors. Keep Director informed of potential problems or unusual events. Respond to inquiries and concerns in a timely manner. Follow all YMCA of Southwest Florida policies, rules, and regulations. Exhibit interpersonal skills to work as an effective team member. Demonstrate support for facilities team and its goals and priorities. Perform other incidental tasks consistent with the goals and objectives of this position. WORK ENVIRONMENT & PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to perform a range of exercise activities. Requires full range of motion, including manual and finger dexterity and hand and eye coordination. Requires corrected vision, speech, and hearing to normal range, or special accommodations made of sufficient nature for completion of assigned tasks. Ability to lift 30 pounds Walking, bending, reaching, and kneeling to reach equipment. The YMCA of Southwest Florida has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the YMCA of Southwest Florida reserves the right to change this job description and/or assign tasks for the employee to perform, as the YMCA of Southwest Florida may deem appropriate.

Requirements

High School Diploma or equivalent.
Proficiency with MS Office Suite (Word, Excel, Outlook)
Possess interpersonal skills and abilities.
Possess effective decision-making and management skills.
Ability to organize and prioritize activities.
Ability to communicate effectively both orally and in writing.
Ability to use effective public relations skills.
Ability to handle sensitive issues in a timely and professional manner.
Possess the knowledge, understanding and ability to use current technology related to job assignment.
CPR and First Aid Certifications required
Annual Completion of YMCA Blood Borne Pathogens Training
Annual Completion of YMCA Child Sexual Abuse Prevention class
Successfully complete State of Florida Criminal History Background Check requirements as well as meet the Association policies on background screening
Additional training classes as recommended by Supervisor

Responsibilities

Type correspondence and answer routine correspondence.
Prepare purchase order requests, maintain supply orders, and other clerical functions.
Manage appointments as needed for the Director.
Answer all incoming telephone calls and refer to appropriate staff member.
Prepare all required reports and maintain all appropriate records as requested.
Manage filing and ensure distribution of necessary records to the appropriate branch staff.
Demonstrate initiative in the performance of assigned responsibilities.
Maintain positive and cohesive relationships with staff and vendors.
Keep Director informed of potential problems or unusual events.
Respond to inquiries and concerns in a timely manner.
Follow all YMCA of Southwest Florida policies, rules, and regulations.
Exhibit interpersonal skills to work as an effective team member.
Demonstrate support for facilities team and its goals and priorities.
Perform other incidental tasks consistent with the goals and objectives of this position.