Administrative Assistant / Purchasing Coordinator

Position Overview

Reporting to and supervised directly by the Executive Administrator, the employee provides direct assistance to the Executive Administrator and Executive Director on a daily basis related to the administration and operations of the Agency. This position also performs numerous general administrative tasks related to agency record retention and activities; assists with coordinating fundraising events and reporting for various funding sources and serves as a primary contact for all vendor related matters.

Primary Accountabilities

Assists with the development, application, and management of various vendors within the agency to include record keeping of all the vendors information and evaluate vendor performance. This includes assisting vendors with the application process, providing guidelines, maintaining vendor licenses if applicable, and providing support between Bookkeeping and Administration to confirm vendors are adhering to the vendor policies. Ensures the applicable electronic mailbox is monitored and addresses correspondence on a timely basis. Assists with the preparation of numerous spreadsheets, worksheets, schedules, and employee lists in both Microsoft Excel and Microsoft Word as requested. Monitors utilization of agency supplies, maintains the agency supply room and kitchen supplies, and distributes supplies as needed. Ensures that supplies for the agency are kept in stock and ordered when necessary. Assists with Agency supply purchases as well as other miscellaneous purchases. Assists with the preparation and ongoing maintenance of required document scanning and filing systems for the Administration Department including procedural manuals and medical benefits, making updates in GMS as needed. Assists with special events, purchases, and board sponsored events. Coordinates arrangements with vendors and between agency and outside parties on own or through other assigned staff. Assists Director of Finance and Executive Directors with special projects, as requested. Additional responsibilities may be assigned as needed. SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities.

Education, Skill Requirements and Other Essential Functions

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

QUALIFICATIONS

Must be highly proficient in computers, especially in Word, Excel, Outlook, general Internet use, video conferencing administration, and a variety of internal and external software applications. Must have the ability to multi-task and work independently.

Must be able to work after hours occasionally on weekdays and on weekends to accommodate for scheduled courses/training sessions which may be an average of 3-4 times per month, when required.

EDUCATION and/or EXPERIENCE

A two (2) year degree from an accredited college/university, preferably in Business Administration or Social Services is preferred with a minimum of three (3) years previous administrative experience. A combination of work experience and education will be considered.

LANGUAGE SKILLS

Must be fully bilingual (English/Spanish) with the ability to read, analyze and interpret general business periodicals, professional journals, technical procedures and/or government regulations. Ability to write routine reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from employees of the organization, clients, vendors, and the general public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common functions, and decimals. Ability to compute rate, ratio, percent, to draw and interpret bar graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Florida Driver’s License and current auto insurance.

CRIMINAL, DRIVING & CREDIT VERIFICATIONS

As a condition of employment, the position requires an acceptable criminal background verification, driving record, and credit check during the pre-employment process and throughout employment which is reviewed, verified, and approved according to state guidelines.

Job Type: Full-time

Pay: $43,000.00 - $48,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: Hybrid remote in 8200 N.W. 33rd Street, Suite 400 , Doral, FL 33122

Salary : $43,000 - $48,000