Operations Assistant

General Description:

Under the direction of the Director of Operations provides administrative and clerical support to the Administrative Department, including the Chief Executive Officer and other agency programs as needed. Under the Director of Operations the Operations Assistants primary role is to: (1) facilitate, maintain and monitor front office and general facility activities (2) provide administrative support to other Concilio departments and programs The Operations Assistant has access to confidential client information and is expected to handle such information with integrity and professionalism.

Duties and Responsibilities:

• Answers and forwards all calls made to the main switch board;
• Performance daily routine vehicle check before and after reservation pick and drop off
• Manage the day-to-day car requests that come in, providing timely responses
• Obtain and manage parking passes for Concilio employees, including distribution, scheduling of obtaining SEPTA and parking passes
• Greets and assists clients and visitors in a professional manner;
• Screens and forwards all general Concilio emails to the appropriate personnel;
• Screens, dates, sorts, and forwards daily incoming mail;
• Provides clerical and administrative support to Administration Department staff and the Puerto Rican Festival;
• Assists in maintaining and updating personnel records;
• Meters postage of all outgoing daily mail;
• Orders office supplies and equipment for the Administration Department;
• Screens and forwards voice mail to appropriate personnel;
• Provides information and referrals to services provided outside the organization;
• Maintains and updates specific records and files;
• Maintains an inventory of maintenance supplies.
• Provides the operations coordinator and Director Feedback on vendors.
• Oversees the opening and closing of the building.
• Serves as the ballroom monitor and assures events are staffed.
• Coordinates and schedule ballrooms bookings/events.
• Coordinates renovations of existing facilities and the construction of new facilities.
• Negotiates with vendors for the service of agency projects.

Qualifications/Requirements

• Understand and accurately follow brief oral and written instructions
• Must be self-motivated and a self-starter, friendly and professional.
• Reliable and desire to interact effectively with volunteers, staff, and the general public.
• Positive attitude, exceptional people skills.
• Professional appearance and demeanor.
• FBI, Pennsylvania Childline and Criminal Background Clearances.
• Bilingual English/Spanish preferably.
• Ability to work under pressure and handle emergency situations.
• Working knowledge of office equipment, i.e., electronic typewriters, IBM microcomputer word processor (namely Corel WordPerfect, Microsoft MS Word) calculator, FAX machines, and other standard office equipment with efficiency and accuracy.

Education and Training

Experience in general building and office management

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to other employees of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret miscellaneous drawings and schematics.

Reasoning Ability

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Certificates, Licenses, Registrations

Valid PA Driver's License.

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. While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop; kneel; crouch; or crawl; and talk; or hear. The employee is occasionally required to sit. The employee must frequently lift and/or move more than 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception. Ensuring that the building has adequate heating, lighting, and ventilation and that it is properly cleaned. Inspects electrical, plumbing, heating and other equipment and makes minor repairs for their maintenance. Arranges desks, files and other office equipment. Supervises the upkeep of grounds and buildings. Acts as custodian of all department property. Supervises the receipt and shipping of all materials and equipment.