Email Opening Title Senior Assistant, Administrative Services  Category Administrative Services   Description NeighborWorks America: Working Together For Strong Communities Purpose of Division: The Office of Administrative Services & Facilities is committed to providing quality support services in support of NeighborWorks America’s business goals. The administrative services team provides efficient support, services and guidance to all staff for office operational and related issues. “Due to the current pandemic circumstances and our commitment to provide the highest care for our community, NeighborWorks America requires all new employees to be fully vaccinated against COVID-19 before being hired. Candidates should be prepared to submit proof of COVID-19 vaccination upon hire or discuss accommodations in line with COVID-19 safety protocols.” GENERAL PURPOSE The Senior Assistant provides administrative support and operational coordination for the Washington, DC and Field locations. This position is responsible for primary front desk coverage; coordinating with building management and engineers for requests and facility needs; drafting communication to staff, including serving as site administrator for the department’s intranet page; and, performing various clerical duties, which support the presentation and operation of the organization.   FRONT DESK OPERATIONS/RESPONSIBILITIES Provides primary front desk coverage for the Washington, DC office, including, but not limited to: answering the telephones, and greeting and attending to visitors in professional and efficient manner; and coordinating conference room needs. Provides internal auditing of vendors, cleaning, kitchens, conference rooms, badge systems, etc. Creates and distributes employee badges and maintains data in the electronic badge system. Assists with the Administrative Services section of the employee separation close-out checklist. Assists with departmental new hire orientations. Assists in DC headquarters’ oversight of safety and evacuation procedures. And with updating and distribution of floor plans. Places service calls for vendors as well as facility related service calls. Performs light kitchen and general facility maintenance. Be an integral part on various corporate and departmental committees such as, Corporate Operations & Administrative Team (COAST), Safety, and Green Sustainability. Performs other responsibilities as assigned.     ADMINISTRATIVE RESPONSIBILITIES Generates and updates departmental reporting practices, including, but not limited to: requests; invoice; umbrella & key logs; and drop-in access logs. Orders corporate stationary, business cards, and office supplies. Creates and process purchase orders in corporate financial system (Netsuite) for approval. Assists in the preparation, monitoring, and reconciliation of department budget to include reconciling departmental purchase card online to ensure accuracy and on-time completion. Responsible for drafting and preparing communication to DC Headquarter Staff with updates from building management and departmental necessary announcements. Functions as one of the site administrator of department’s internal web page. Assists in responding to electronic help tickets, emails, and employee requests in an efficient and timely manner. Tracks customer satisfaction by coordinating and following up on administrative service requests submitted via email and through the electronic ticketing system and ensures completion. Assists in managing space planning software, including hoteling office booking administration, and internal customer troubleshooting and support. Assists in conference room booking management: Provides conference room set-up support, to include managing building conference center requests. Assists Director in conducting yearly asset management review in the DC Headquarter and field office locations.     OFFICE SERVICES RESPONSIBILITIES Maintains onsite storage facilities, including facilitating the disposal of paper products, equipment, and donation of other FF&E items as needed. Responds to facilities related requests and assigns as needed – may be responsible for general assisting in handyman services such as, furniture assembly, replacing light fixtures, hanging photos and other requests that may arise. Assists in managing maintenance and upkeep of all kitchen and pantry areas in the DC HQ Office to include light cleaning and upkeep of supplies and appliances located in these areas. Ensures that all copy areas are stocked with paper, stationary, FedEx and office supplies. Assists and coordinates mailroom management duties with Senior Assistant to include: Sorts incoming U.S. mail and packages; coordinates day-to-day mail and package organization/distribution. Receives all incoming deliveries, checks packing slips against contents, and records tracking information on log. Delivers and/or stores Incoming shipments as required upon receipt; and ships goods and materials to external sites and regional offices. Operates postage and other mailroom equipment and maintains USPS shipping and FedEx receipt and postal logs. Maintains inventory of mailing supplies and order supplies when needed. Coordinate bulk and large deliveries and mail needs with external divisions Nature of Work Contacts: NeighborWorks® America staff, vendors and other Company Representatives to respond to requests and to provide and gather information. Fiscal Responsibilities: Monitoring of divisional operations budget. Preparing of invoices for payment and tracking of payments.   Position Requirements Required Minimum Qualifications: (a) Education: Minimum High School Diploma (b) Experience: Minimum of 3 - 5 Years or of relevant professional experience in administrative or office services, or any combination of training, education and experience which provides applicable knowledge abilities and skills. (c) Licenses, Certifications: None required (d) Competencies, Knowledge, Skills & Abilities: Excellent written and oral communication skills Considerable knowledge of modern office practices, procedures and equipment Strong interpersonal/customer service skills, with the ability to establish and maintain effective working relationship with others, and successfully interact with people at all management and support levels, as well as with people of diverse socio-economic backgrounds Excellent organizational skills demonstrated across a range of administrative processes and procedures, and programmatic activities. Ability to multi-task and work with minimal supervision Ability to design and maintain effective record keeping systems Experience reconciling purchase card statements and budgets preferred Ability to adjust to changing work priorities Must have basic invoicing/billing processing experience (e) Technology: Proficient in MS Office Suite, with Microsoft Excel, PowerPoint and Word skills. Knowledge of SharePoint preferred Working Conditions: (a) Travel: Travel approximately 5% (ten percent). (b) Physical/Sensory Demands: Must be able to lift up to 30 lbs. Fast paced working environment, extensive computer usage.     Duration   Salary Range $56,700 - $70,000 depending on experience   Division   Department   Travel   Working Conditions   Close Date 2/1/2023   Location CORPORATE HEADQUARTERS: District of Columbia Office   EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.   This position is currently not accepting applications. To search for an open position, please go to http://NeighborWorksAmerica.appone.com WE ALSO RECOMMEND Other Jobs Within Same Category -- None found -- Other Jobs Within 60 Miles Sr. Manager, Human Resources Business Partner (HRBP) in Washington, District of Columbia Posted on: 4/19/2024 [Apply Now] Senior Engineer, Cyber Security Operations in Washington, District of Columbia Posted on: 4/22/2024 [Apply Now]

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