Operations Assistant

GENERAL SUMMARY:

Under the direction of the Facilities Manager, the Operations Assistant provides direct support to the Operating Team of CHNO to ensure efficient workflow and successful outcomes. Their primary responsibilities are to streamline the daily operations and ensure that all tasks are completed accurately and efficiently. The Operations Assistant specifically provides support in procuring supplies, equipment, and services necessary to the efficient operation of the Agency.

DUTIES & RESPONSIBILITIES:

• Initiate and maintain positive, professional, and mentoring relationships with youth and staff in accordance with the Covenant House Mission, Principles, and Core Values
• Promote a peaceful, healing environment by utilizing the principles and practices of trauma-informed care and positive youth development in all aspects of work and youth engagement, including crisis prevention, intervention, and de-escalation
• Ensure that Covenant House New Orleans is a welcoming, safe, and secure homelike environment for youth receiving services
• Assist with the identification of potential suppliers and maintain list of approved vendors
• Follow up on price quotations from vendors, coordinate deliveries, and inform Leadership of any vendor issues to trigger resolution
• Maintain routine supply ordering process for all departments including but not limited to regularly scheduled collection of supply orders from staff, placing/tracking all online orders for the agency to ensure timely and accurate deliveries, and providing status updates to the ordering staff member(s)
• Using Purchase Requisitions (PR)/approved submission process, create Purchase Orders (POs) for contracted, vehicle, and monthly operating expenses
• Maintain PR and PO system with tasks including but not limited to PR review for completeness and accurate funding information ahead of approvals, ensuring proper documentation on file for all vendors with POs, matching vendor invoices to POs, and tracking PO spending against approved amount to prevent overages
• Enters invoice information in agency accounting system for review and approval by the Finance Department
• Monitor working capacity of and schedule repairs/replacement for copiers and postage meter, including but not limited to refilling agency postage
• Assist with routine data management for CHNO resident meal program, including but not limited to meals prepared/server data collection, and preparation of State Food Service Reports
• Provide administrative and/or logistical support to Kitchen Operations as directed by Operations Leadership for shipment delivery, inventory, event set-up, and/or other CHNO activities as needed
• Provide clerical, administrative and/or logistical support to Operations Leadership for meetings, events, and/or other CHNO activities as needed
• Other duties as requested

WORKING CONDITIONS:

Physical Demands

Work is performed in an office environment and requires the ability to operate standard office equipment. Must have the ability to navigate stairs and assist with deliveries as needed with lifting of parcels, packages and other items.

Environmental Conditions

Indoors at least 85% of the time; typical climate-controlled office conditions.

KNOWLEDGE, SKILLS & EXPERIENCE:

• High School diploma or equivalent required
• Three (3) years of administrative support experience required.
• MS Office Suite proficiency required.
• Excellent interpersonal and communication skills, both oral and written.
• Ability to work independently.
• OR any combination of education, training and experience that provides the required knowledge, skills and abilities.