Department:Administrative Services

Reports to:Administrative & Purchasing Services Manager

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Principal Objective:

Coordinates office services and performs office support duties; acts as liaison for related issues for assigned facilities; promotes Graham’s mission, vision and customer service philosophy.

Responsibilities:

1. Contracts Management & Vendor Services

• Responsible for maintaining a spreadsheet of all contracts, agreements and memoranda of understanding related to the vendor services. Promptly informs managers and COO of expiring contracts; maintains file of all contracts, agreements and MOUs.

• Liaise with vendors and service providers through email and telephone
• Coordinate site visits of service providers & vendors with Operation Managers and company
• Keeps all parties apprised of any delays in receipt of purchased items; alerts of back-orders to determine alternative course of action.

1. Clerical Duties:

• Function as an administrative assistant responsible for clerical components including but not limited to typing of correspondence such as memos, copying and distributing of information, organizing office records and paper flow.
• Maintain filing and record keeping system to be able to store and retrieve data and information as required.
• Distribute departmental office supply orders.
• Photocopy high-volume copy jobs.
• Orders supplies and performs any day to day activities that are critical to effective department functioning.
• Shareorders on SpiceWorks with appropriate staff member/ unit
• Maintains files of original document for facility and vehicle contracts, warranties and guarantees,
• Provides back up coverage for the Executive Suite when necessary

1. Interoffice and External Mail Services

• • Weigh and apply postage and arrange for any special handling (e.g., Certified Mail) for all outgoing mail.
  • Assist other departments with preparation of outgoing mail.
  • Coordinate commercial messenger service.
  • Sort, process and distribute mail and incoming mail from Graham-Windham sites.

1. Conference Room Booking & Guests Services:

• Timely management of conference room accommodations in the One Pierrepont Office (includes reservation, audio-visual equipment, food service supplies)
• Screens incoming calls, takes phone messages.

• Greets and directs guests to the proper areas of service.
  • Add guests to iVistor
  • Provide access to iVistor for new approved staff
  • set up and take down conference rooms for meetings

5. Invoice & Billing:

• Timely reconciliation of invoices for submission to the fiscal department for payment.
• Use MIP to verify payment for invoices submitted to Fiscal
• Reconcile and distribute FedEx Airbills to Directors for their staff and clients
• Conduct meter reads for all of the agency copiers
• Prepares check requests for COO signatureof all facility invoices
• Keep track of inventory purchased through AmEx

• Reconcile the monthly AmEx invoice (Campus and City based programs)

1. Vehicle, Fire Safety and ERT

• In coordination with Operations Managers, maintains accurate tickler system for vehicle, fire safety inspections and ERT drills
• Distributesvehicle registrations, gas cards, AAA cards, etc. to program staff
• Updates MVR Listing for all agency drivers
• Input approved staff into agency gas card listing
• Distribute XYZ travel vouchers to Directors for their staff and clients
• Reconciliation of the EZ Pass Z accounts

1. Risk Management:

• Assures that invoice and billing procedures are in compliance with agency standards
• Member of 1PP ERT

Position Qualifications:

• High School diploma/ GED required.
• Minimum 2 years office manager or administrative experience.
• Ability to perform bending, lifting, prolonged sitting/standing. Ability to lift a minimum of 25lbs.

Competencies & Character Traits:

• Proven ability to plan and deliver high quality work within deadlines
• Proven ability to successfully manage several projects simultaneously in fast-paced work environment
• Proven ability to work collaboratively and effectively on a team with peers and across programs

Disclaimer:

Job descriptions and specifications are not intended and should not be construed to be an exhaustive list of all responsibilities, skills or working conditions associated with a job. They are intended to be an accurate reflection of the principal requirements of the position

EOE