POSITION SUMMARY
The Administrative Assistant is responsible for providing administrative support for the Safety & Security Department.
The payrate for this position is $44.73 - $51.70 per hour.
ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide general administrative support to the department. Responsibilities include general data entry, document creation and editing, distribution of mail, greeting of guests, arranging, and preparing meeting space, copying, scanning and document organization and retention.
• Manage equipment purchases, track packages, and address any discrepancies.
• Coordinate and provide onboarding support, train new departmental employees on Trinity systems including but not limited to Concur, Condeco, and UKG Pro.
• Screen incoming calls and requests as necessary by directing to appropriate team members and taking and sharing messages as indicated.
• Process vendor invoices to include maintenance, repairs, cleaning, and security purchase orders. Review, verify, and reconcile charges, enter into NetSuite system in a timely manner ensuring prompt payment.
• Process all contracts in NetSuite and/or Wrike, maintain log of accounts payable invoices and approval process.
• Setup, manage and maintain systems including contacts, file sharing and presentation and material delivery.
• Attend monthly budget meetings and assemble required information and coordinate the preparation and distribution of materials such as quarterly and annual budgets and regular monthly reports.
• Manages the calendars for the Director, Safety and Security and department, travel arrangements, submitting expense reports, special projects, department events and department meetings.
• Obtains W9s for new vendors and review COI for repeat vendors.
• Coordinate vendor qualifications information with Finance to update the approved vendors in NetSuite as required.
• Schedule Safety & Security training programs; coordinate and schedule trainings, management of registration, and maintain ongoing participants list.
• Act as central point of communication and coordination among various departments.
• Maintain contacts and key resources internally and externally.
• Maintain and update master vendor database and files located on Trinity's shared drive.
• Adhere to confidentiality rules and all other Trinity Wall Street policies, procedures, and rules.
• Perform all duties in a manner that promote Trinity's mission and core values.
• Assume other related responsibilities and special projects as required.

REQUIRED KNOWLEDGE, SKILLS, AND ACTIVITIES

• Proficient in Microsoft Office (primarily Word, Excel, & Outlook)
• Proficiency in NetSuite and familiar with budget controls
• Excellent interpersonal, oral communication & writing skills
• Excellent phone manner
• High attention to detail and ability to maintain high standards under required deadlines
• Strong organizational skills and ability to prioritize a variety of time sensitive tasks
• Self-starter with anticipation skills, problem solving and follow up
• Ability to handle confidential and sensitive information

REQUIRED AND PREFERRED EDUCATION, EXPERIENCE, AND CREDENTIALS

• 2-5 years administrative assistance experience
• Experience with purchase order systems
• College degree preferred or an equivalent combination of training or experience