Operations Assistant

POSITION SUMMARY:

This position serves as administrative support to the Operations Director and provides information technology (IT) support for all staff, along with inventory and records management. In addition, the Operations Assistant serves as purchasing agent for all departments. Position also ensures facility safety and regulations compliance and disaster/business continuity plan modifications and implementation. Normal hours for this position are 30 hours per week - typically 7:30am - 2:00pm.

ESSENTIAL FUNCTIONS:

• Point-of-contact for facility service/repair requests and utility outages.
• First line of support for staff with internet or other technology issues.
• Mobile phone and tablet setup and troubleshooting.
• Reviews and approves Purchase Requisitions for general office, Activity Centers and the Transportation Department and completes orders.
• Reviews all orders and subsequent vendor invoices for potential cost savings or discrepancies.
• Maintains maintenance records and documents for the Home Delivery Meal department.
• Serves as the Agency Contracts caretaker, including organizing and scheduling renewal/non-renewal deadlines
• Coordinates with Maintenance staff as needed to schedule maintenance and repairs.
• Maintains inventory listing of fixed assets for the entire organization.
• Creates timeline for all disaster/emergency plan related activities and ensures tasks are completed in a timely manner.
• Notifies designated staff of evacuation/fire and shelter in place drills.
• Ensures compliance with federal, state and local regulations and guidelines regarding reporting timelines and record keeping and retention.
• Oversees AED maintenance and compliance.
• Provides administrative and technical support to Operations Director.
• Filters the Operations departments calls, tasks and other projects as needed (i.e. receives all purchase requisitions for review by Operations Director).
• Serves as lead for multiple projects and ensures corresponding tasks are completed in the appropriate timelines.

KNOWLEDGE, SKILLS AND ABILITY

• Strong experience troubleshooting and working with business technology and equipment (to include but not limited to computers, internet technology, cellular phones)
• Ability to multitask while meeting established deadlines.
• Demonstrated ability to problem solve, set goals and create action plans.
• Ability to think forward, able to sense the potential for future issues, projects or related work tasks
• Ability to maintain positive relationships with clients, vendors and team members
• Excellent organizational and communication skills; oral and written
• Extensive working knowledge of Microsoft Office Suites and purchasing procedures

EDUCATION AND/OR EXPERIENCE:

• High School diploma; some college preferred
• Minimum 2 years’ experience in business operations
• Knowledgeable and sensitive to the needs of the elderly

BENEFITS INCLUDE:

• Medical Coverage options
• Paid Employee Dental and Vision Plan
• Paid Life Insurance
• Paid holidays and Vacation
• Matching Simple IRA (upon meeting eligibility requirements)