Facilities Administrative Assistant, Seattle Headquarters

Job Summary :

The Facilities Administrative Assistant brings specialized background and experience to this support position and provides a professional level of service to the team and organization. This Facilities position takes initiative, responsibility and helps to prevent and solve facility related problems. Multi-tasking and the ability to adapt to constant interruptions and still complete daily job assignments is critical. In addition, this position retains administrative support functions such as filing, travel management, coordination of meeting logistics and other administrative support functions.

Essential Responsibilities :

• Oversees projects as assigned by the Facilities Director of Facilities Services. Coordinates vendors and works with others to bring projects to a successful completion, including ensuring proper prioritization, time management, resource allocation, strong communication and successful outcomes. Responds to all HQ ergonomic requests in conjunction with the Director of Facilities Services or its designee.
• Provides front desk support which includes greeting and monitoring visitors, answering phones, processing courier packages, validate parking and coordinate conference room reservations. Manages all facility related complaints, interfacing with the building manager and engineers. Responds to all daily staff maintenance issues. Prepares documents for internal publication including announcements, MyCasey (intranet) Pages, memos; writing, proofreading and editing for grammatical errors and format consistency.
• Responsible for mail processing, shipping & receiving. Processes all HQ incoming mail and all outgoing mail and shipments including regional and division mail. Maintains the copy & supply rooms, common areas and conference rooms, including ordering office supplies, coffee / pantry supplies, art inventories and maintaining stock levels. Manages overall office space cleanliness with janitorial services (deep clean of shower rooms and kitchens). Maintains all UPS and USPS machines.
• Responsible for all employee photos and security badges for all HQ staff and guests. Responsible for badge access to parking, bike cage and building fitness center. Makes assessment of security access for temporary badging and tracks and accounts for all temporary badges. Runs compliance and access level reports, maintains accurate records on all badges and access levels assigned to employees, contractors, interns, temporary workers and vendors.
• Works with the Facilities Director and vendors to provide services related to mail, shipping & receiving, office supplies, kitchen and food service supplies, janitorial, and catering. May be involved in the interviewing and analysis of new vendors, creation of contracts, establishing and maintaining inventories and orientation of new vendors to Casey.
• Responsible for maintaining vendor accounts and processing invoices. Uploads and tracks contracts; maintains internal checklist for expiring / renewing contracts.
• Responsible for the coordinating, tracking and maintaining safety supplies at HQ and the field offices (as applicable) to include first aid and emergency kits; AEDs; backpacks and other supplies as needed. Manages corresponding intranet content and posted content.
• Creates invoices and routes to proper signing authorities, drafts and edits letters, documents meeting agendas and minutes, memos, correspondence, reports and manuscripts that may or may not be confidential. Processes invoices, travel reimbursement, and other financial items.
• Enters information into various electronic tracking systems, monitors due dates, and coordinates with direct service staff, as needed. Prepares recurring and ad hoc reports upon request. Assists with managing, processing, tracking contracts and requests for services.
• Other duties as assigned.

Qualifications :

This position is based at our Seattle, Washington Headquarters office. New hires are typically brought into the organization at a salary range between the minimum and the midpoint salary range, $50,830 to $59,800. Placement in the range will depend on a candidate's job-related skills, experience, and expertise, as evaluated during the interview process. The full salary range for this role is $50,830 to $68,770 annually

Casey Family Programs offers comprehensive benefits including medical, dental and vision coverage, 10 paid holidays per year and each employee receives one personal holiday to use each calendar year. Employees that meet certain tenure qualifiers are eligible for up to eight weeks of parental leave for the birth or placement of a child for adoption or foster care. After the completion of 10 years of continuous, full-time regular employment, employees in good standing are permitted for a three-month sabbatical with pay. CFP also offers many opportunities for continued learning, training, and development.

Salary : $50,830 - $68,770