Non-Exempt Position

Part or Full-Time

\This position will provide assistance to the Facilities Manager with the daily administrative office and clerical duties for the efficient operation of the Maintenance Department.

Duties and Responsibilities

• Establishes and maintains agency filing system for the maintenance department and ensures cohesiveness in the program files.
• Works as the liaison between the facilities manager and the program managers, to assist with scheduling and other business regarding contractors and or outside vendors.
• Establishes and maintains an orderly record of all quarterly and annual equipment tests and inspections in a manner accessible by program and administrative staff. These records include, but are not limited to: fire alarm systems, sprinkler systems, fire extinguishers, elevators, HVAC, boilers, grease traps.
• Establishes and maintains a professional relationship with all the agency’s vendors with the purpose of scheduling for needed service and renewal of all maintenance contract agreements.
• Responsible for checking, correcting and confirming maintenance personnel time cards in consultation with the facilities manager.
• Responsible for reviewing receipts and preparing them for the facilities manager signature.
• Responsible for the efficient and comprehensive filing of documents, such as inspection reports, preventative maintenance reports, as directed by the facilities manager.
• Shall be responsible for preparing minutes in the maintenance meetings.
• Reviews the maintenance requests and responses to ensure completion and provides reports to the facilities manager as requested.
• Oversees all office functions and ensures their compliance with agency policies and procedures.
• Monitors all incoming and outgoing mail.
• Monitors and orders office supplies.
• Operates and troubleshoots office equipment.
• Serves on agency committees as requested.
• Assists in the implementation of the agency’s policies and procedures.
• Is mindful of and integrates Trauma-Informed Care and its five principles in all duties and interactions with fellow staff, residents, and external partners.
• Maintains compliance with all required rules and regulations, including Federal Confidentiality (42 CFR, Part 2), HIPAA, Medicaid and/or HUD, and any others.
• Carries out duties essential to the above stated responsibilities as assigned.

Defined Key Result Areas

• Annually identifies three areas that will aide in building job-related skills and arranges for training with supervisor.
• Annually develops, updates or implements a system to monitor safety inspections for all programs and sites.
• Annually reviews and updates the process for managing all job-related documents for the program to promote and enhance efficiency of the documentation processes.

Supervisory Relationships

• Manager: Facilities Manager
• Manager-once-Removed: Director of Finances
• Immediate staff: N/A

Inter-Departmental Relationships

• Advising and suggesting: this position will be expected to listen and accept collaborative input, direction, or recommendations from management and direct services staff. Meanwhile, it will provide collaborative input, direction and recommendations to direct services staff.
• Monitoring and reviewing work: this position may have work inspected or checked by and may need to present updates on certain tasks to management staff. Meanwhile, it will inspect and check the work of and receive updates from direct services staff.

Physical activities: reaching, standing, walking, fingering, grasping, feeling, talking, hearing, and repetitive motions

Physical requirements: sedentary work, which means sitting most of the time with occasional standing, walking, use of force, and lifting objects

Visual requirements: data analyzing, transcribing, viewing a computer, reading, visual inspection, measuring, and/or use of distances close to the eyes

Due to the population we serve, this position will require positive interactions with individuals with histories of incarceration and mental health diagnoses

Working Conditions

This position is not substantially exposed to adverse environmental conditions.

Skills, Knowledge, & Abilities

Assists in coordinating the maintenance department activities.

Is cooperative and dependable, demonstrates flexibility and can work as an effective team member.

Possesses a broad range of general office managing skills.

Able to manage documents in an organized and structured manner.

Must have good organizational skills

Possesses computer proficiency or possesses the willingness to learn.

Has the ability to work effectively and independently with a positive attitude.

Qualifications

Completion of a certificate program with a secretarial or office management course, or

A minimum of six months’ paid secretarial experience. This experience can include up to three months of volunteer or student field placement experience.

Must possess a valid New York State driver’s license.