Assistant (P0004) Administrative Assistant, SFC Adult Day

Summary:

The Administrative Assistant is dedicated to fulfilling the Jewish Community Center’s (the J’s) mission of enriching lives, building community, promoting inclusivity, and creating meaningful Jewish experiences. The Administrative Assistant proactively collaborates across departments to provide excellent customer service to our staff, members, vendors, Kitchen J, and rental clients.

Responsibilities:

• Answer incoming calls, voicemails, and emails to the department promptly: delegate maintenance and operational requests to appropriate team members, etc. Delegate staff to respond to needs of the business.
• Responsible for creating and distributing the “Today at the J” daily email for the Staenberg Family Complex and Fox Building to all appropriate people, including to the B&G staff. This should be completed 1-3 days in advance to ensure proper adjustments can be made if necessary (additional notice given for weekend setups). Appropriate layout drawings should be included for the B&G staff to ensure proper room set-ups and take-downs.
• Support Operations Manager in the administration of the incoming and outgoing UPS/Fed Ex items. Prepare outgoing items pickup: weigh, enter delivery information online, print label, and contact UPS/Fed Ex to schedule pick up. Log daily incoming items and arrange for Building and Grounds staff to deliver to the recipient.
• Manage, generate, and process all bills and invoices for Buildings and Grounds department and J capital projects following accounting department procedures. Support Kitchen J and 613 Catering as needed. This includes:
  • File copies of the paid invoices in the appropriate Buildings and Grounds Vendor files.
  • Generate and distribute Mikvah invoice statement for water, grounds work, and other miscellaneous charges.
  • Assemble inter-department line transfer/charges at month end and submit to accounting.
  • Review department P and L statement to ensure all credits submitted for Buildings and Grounds and Kitchen J charges, transportation charges, etc. are on the statement.
• Process all key and proxy dot requests: issue, log all issued, file employee receipts of key/proxy dot, as well as log all key/proxy dot returns.
• As needed support the Volunteer Coordinator with implementation of the Community Service Workers program within the department.
• Monitor Certificates of Insurance for all active vendors; request updated copies, as necessary.
• Tally vehicle statistics monthly.
• Maintain Agency OSHA records: documentation, training attendance records, records of who requires training, and send out training reminders.
• Pick up and distribute department mail.
• Prepare reports, memos, and agendas and follow up on current and future facilities projects in coordination with the director and departmental management.
• Serve as back-up for rentals. When needed, conduct event intake for prospective rentals, including inbound/outbound calls, voicemails, emails, and generating contracts in Salesforce.
• Assist in coordinating vendor rentals for events i.e., table and linen rentals when needed.
• Review facility reservation requests by staff and contact anyone who has not submitted a set up to finalize their booking.
• Be available and responsive for building wide events and emergencies, including evenings and weekends.
• Other duties as assigned by supervisor.

Physical Demands:

• Must pass pre-employment physical.
• Work is performed while standing, sitting and/or walking.
• Requires the ability to communicate effectively using speech, vision, and hearing with the ability to read and understand written material and instructions.
• Requires the use of hands for simple grasping and fine manipulations.
• Requires bending, squatting, crawling, climbing, reaching.
• Requires the ability to lift, carry, push, or pull objects not to exceed 80 pounds.
• Requires the ability to work inside and outside in all types of weather.