Properties Administrative Assistant

Job Description:

ESSENTIAL JOB FUNCTIONS

• Collects and enters various building, vehicle, and safety related data in various databases and communicates to obtain missing data. Data is tracked due to Joint Commission requirements which may require follow up/action.
• Files and maintains variety of correspondence, records, reports, and other documents, related to properties/buildings and vehicles.
• Performs variety of administrative functions, including typing from various sources; data entry, generating purchase requisitions for such items as business cards, training registration fees, and office furniture; and taking minutes of meetings.
• Runs miscellaneous reports, on request (for example, safety drill compliance, monthly building inspection reports, and various monthly/quarterly reports; assesses validity of reports; when reports are inaccurate, engages in problem-solving to correct inaccuracies; takes action, as needed, on results of reports; as needed, coordinates work site's IT functions.
• Monitors janitorial supply inventory and orders as needed. Monitors work site's inventory of office supplies and orders supplies, as needed. Orders other building related needs/items (e.g. appliances, building maintenance needs).
• Processes weekly invoices and completes monthly payment reconciliations for Accounts Payable for Properties related expenses. Tracking invoices/expenses to ensure receipt and completing any needed follow up (e.g. to obtain invoices, communicate regarding issues with invoices).
• Point of contact for contractors/vendors for on-going services and projects which may include being the main point of contact and Properties liaison between staff and/or contractor.
• Assist with program moves/relocations related tasks.
• Maintain inventory of available/excess office furniture.
• Generates monthly Properties on call schedule and communicates to contractors and staff.
• Ensures staff complete requirement for transporting clients in their personal and/or organization owned vehicle, includes tracking required insurance documentation.
• Obtain and maintain Certificate of Insurance and confidentiality statements on all contractors that access facilities.
• A point of contact for Properties Department for maintenance needs at facilities and communicating needs to appropriate Properties staff and/or assisting in inputting and checking work orders.
• As needed, assist Properties Administration Manager, Properties Operations Manager, and/or Properties team lead on other duties/tasks.

• Completion of up to 18 months' business school, beyond high school.

EXPERIENCE

• Three-to-four years' experience working in office setting and performing various clerical or administrative tasks.
• Advanced knowledge of Microsoft Office Suite.
• Typing speed 50 - 60 word units per minute.
• Strong oral and written communication skills.

PHYSICAL DEMANDS

• Position has no unusual physical demands; individual has discretion about walking, standing, etc.
• Position requires lifting up to 10 pounds, with occasional lifting of ledgers, medical records, or computer runs.
• Position may occasionally require walking or standing, stooping, or bending.
• Occasional exposure to office chemicals or continual use of a video display terminal.

Time Type:

We continually help our community and employees flourish... one life at a time. As a Seven Counties Services employee there are many benefits to enjoy. Below are just some of the great benefits you might be eligible for with Seven Counties Services.

• Health & Wellness
  • Medical Coverage
  • Dental Coverage
  • Vision Coverage
  • Flexible Spending Account
  • Health Savings Account
  • Short Term Disability
  • Long Term Disability - Company Paid

• Financial Wellbeing
  • Competitive Compensation Packages
  • Life Insurance - Company Paid
  • Accidental Death & Dismemberment Insurance - Company Paid
  • 403b Retirement Plan with Company Funded Matching
  • Retirement and Financial Planning Services

• Career Development and Growth
  • Tuition Assistance Plans
  • Loan Forgiveness options through federal programs (National Health Service Corps & Public Service Loan Forgiveness)
  • Student Loan Repayment Assistance
  • Clinical Supervision toward licensure and reimbursement for certain license applications
  • At Seven Counties Services training is one of our highest priorities. We provide company paid professional training for various skills, certifications, and continuing education
  • Opportunities for growth and movement - We encourage our employees to consider new growth opportunities with us
  • Leadership Academy for our rising stars, supervisors, and leaders
  • Seven Counties Services and Center for Clinical Excellence provide staff with industry best practices and processes

• Work Life Balance
  • Paid Time Off - Generous PTO for Vacations, Illness, Personal Days, Etc. (10 Paid Holidays)
  • Flexible Work Schedules to promote a Healthy Work Life Balance
  • Employee Assistance Program - assists employees with personal problems and/or work-related problems that may impact their job performance, health, mental and emotional well-being