I. JOB SUMMARY/ACCOUNTABILITY

The Facilities Administrative Assistant reports to the Director of Facilities and is responsible for providing administrative report to the Director and the Department, including but not limited to data entry, inventory management, scheduling meetings, managing calendars and facility order forms.

II. POSITION QUALIFICATIONS

• High School diploma required, Associate degree from an accredited college preferred.
• Three (3) years of administrative assistant experience preferably within a non-profit facilities department.
• Strong computer skills, including Microsoft Suite expertise.
• Must possess strong organizational skills with the ability to prioritize and multi-task.
• Requires excellent verbal and written communication

III. GENERAL RESPONSIBILITIES

• Responsible for processing all work orders into the data system, following up regarding any changes, and distributing the orders accordingly for the entire agency
• Provide clerical support for the facilities department (including, but not limited to filing, answering phones, making appointments, scheduling meetings, taking notes and transitioning to digital format, tracking attendance, etc.)
• Assist in preparation and posting of monthly and quarterly financial statements and reports.
• Responsible for processing Invoices, Quotes, Proposals, & Purchase orders.
• Process all Drivers weekly vehicle maintenance forms
• Maintain the Tool sign in/out sheet
• Assist in developing and implementing policies and procedures for reviewing, reporting and documenting
• Assist with Matrix inventory
• Assist in the review of purchase orders of facilities.
• Responsible for collecting monthly report forms for the facilities team.
• Make travel arrangements for conferences and trainings.
• Process mileage and expense reports for the department
• Other related duties as assigned.

IV. WORKING AND ENVIRONMENTAL CONDITIONS:

Works in a normal office environment with usual pressures of managing personnel and dealing with time constraints. Because of multiple sites within the department and the need to meet with others within the community, it is common to drive to several locations, sometimes in inclement weather. 

CONTINUOUS QUALITY IMPROVEMENT AND ETHICAL CONDUCT:

All personnel of Matrix must adhere to the NASW Code of Ethics and incorporate Continuous Quality Improvement efforts into their everyday performance. All employee of Head Start must adhere to the federal regulations and requirements for Head Start operations including the Performance Standards, Licensing rules, and be of Good Moral Character as stated in the Code of Ethics.

Demonstrate and actively promote an understanding and commitment to the mission and values of Matrix Human Services