What are the responsibilities and job description for the Administrative Assistant to Program Director position at Institute for Building Technology and Safety?
Responsibilities:
Key Responsibilities
The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.
IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Puerto Rico, and Washington, DC.
We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents. Veterans and individuals with disabilities are encouraged to apply.
Explore the opportunities!
The Administrative Assistant to the Program Director provides comprehensive support in managing the administrative functions of the office. The ideal candidate will possess strong professional writing and communication skills, exceptional attention to detail, and the ability to manage multiple tasks efficiently. This role requires a high level of discretion in handling confidential and sensitive information. The successful candidate will be proactive, thorough in their research, and possess excellent time management skills. This position serves multiple departments and functions.
Key Responsibilities
- Provide administrative support to the Program Director, including scheduling meetings, running errands, planning employee events, and collecting data.
- Respond to inquiries and complaints, offering information about departmental operations, services, programs, projects, and policies. Input complaints and calls into various software platforms.
- Serve as a backup Permit Technician and Receptionist as needed.
- Prepare, process, review, and disseminate correspondence, memoranda, contracts, schedules, forms, purchase orders, invoices, and other departmental documentation.
- Assist the Financial Services Manager with tasks such as approving deposits, preparing monthly fuel reports, generating invoices, reconciling credit card reports, and other assigned duties.
- Act as a backup to the Assistant City Clerk, including tasks such as drafting agendas, attending meetings (often in the evenings), preparing minutes, drafting and placing ads in local newspapers, and updating the City’s website.
- Assist with public records requests, ensuring accuracy and compliance with local and state laws.
- Coordinate with vendors for departmental supply orders, track and verify shipments, and resolve supply issues.
- Perform accounts payable duties for IBTS expenditures.
- Coordinate activities across multiple departments for large City events and operations.
- Update the city website with relevant information.
- Assist in emergency operations as required by the Program Director.
- Perform additional duties as assigned.
- Performs other duties as required by the Program Director.
- High school diploma or GED required.
- A minimum of five years of administrative experience.
- Strong communication and organizational skills.
- Professional writing experience with strong attention to detail and grammar.
- Ability to handle sensitive and confidential information.
- Proficiency in office procedures, methods, and equipment, including intermediate-to-advanced knowledge of Microsoft Word and Excel.
- Availability to work the necessary days and hours to fulfill all responsibilities, including weekends and nights as needed.
- Must possess a valid Louisiana Driver’s License at the time of hiring.
Key Skills/Competencies for this position
- Strong organizational and time management abilities.
- Dependable, precise, punctual, and team-oriented.
Physical/Environmental Demands for this position, when such demands exist.
- May require occasional attendance at evening meetings and travel out-of-state
Personal Qualities
IBTS places a high value on certain personal traits that work toward creating a positive,
professional, and supportive work environment, which is essential for working together and achieving success. We believe “how” you achieve your results is as important as what you achieve. The following highlights the personal traits key for success within the organization.
- Strong Work Ethic
- Teachable/Continuous Learner
- Reliable/Dependable
- Collaborative/Team Contributor
Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees.
The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.
IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Puerto Rico, and Washington, DC.
We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents. Veterans and individuals with disabilities are encouraged to apply.
Explore the opportunities!
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