Senior Administrative Assistant - Facilities Department
The Senior Administrative Assistant reports to the Facilities Director. The primary responsibility is to assist the Facilities Director in matters of communication and organization. This employee will have a high level of organizational and analytical skills, be able to prioritize projects, have strong typing and editing skills, good communication skills, and be a positive team player.
Seneca Family of Agencies is committed to providing traditionally marginalized communities a network of outstanding mental health, community based, and educational services. Celebrating diversity and creating a culture of inclusion increases creativity, innovation, problem solving, and teamwork. Seneca’s agency-wide DEI Advisory Board, Employee Resource Groups, and Language Practice Groups help our employees provide culturally and linguistically relevant services to the families we serve. For more information on our Diversity, Equity and Inclusion initiative, click here!
Responsibilities
- Provide all aspects of administrative support for the Facilities Director.
- Manage MicroMain maintenance request system, check all incoming maintenance requests, coordinate with Facilities Manager to ensure maintenance requests are being completed in a timely fashion, contact contractors when maintenance requests require, set up login credentials for new staff.
- Serve as a liaison for staff communication with the Facilities Director, including managing team calendar.
- Schedule meetings as needed for the Facilities Director and make necessary arrangements for meetings, including purchasing refreshments, scheduling rooms, sending notices, and contacting attendees.
- Organize, attend and take minutes of Team Meetings, preparing agendas and Seven-Minute Safety Trainers prior to meetings as needed.
- Organize Team Outings; including coordinating transportation and lodging for out of area members, sending notices, contacting attendees, booking event attendance, and purchasing refreshments.
- Process all mail and information to and from the Facilities Director's office.
- Maintain the Facilities Director's files and correspondence when necessary.
- Review and monitor facility-related contracts with director. This includes tracking when reports need to be submitted; creating, submitting, and tracking invoices; and ensuring compliance with contracts. Maintain a current and accurate manifest of contractor safety agreements.
- Assisting with all parties involved in the management of all leases held by Seneca, including acting as liaison with tenants for maintenance support.
- Support Audit preparation for all programs, as directed by the Facilities Director.
- Distribute information and assignments as directed by the Facilities Director.
Qualifications
- Bachelor's Degree required.
- Excellent organizational, writing, and communication skills.
- Knowledge of computers.
- Ability to work as a team member.
- Valid California driver’s license and insurability through Seneca’s automobile policy.
- Clearance of TB test, fingerprints, and any other mandatory State/Federal licensing or certification requirements.
Schedule
- Monday - Friday
- 9am - 5pm
Benefits
- Competitive salary
- Comprehensive employee benefits package, including medical, dental, vision, and chiropractic coverage, and partially paid premiums for dependents
- Employer-paid Employee Assistance Plan
- Scholarship opportunities, ongoing training, and professional development opportunities
- 4 weeks of flexible Paid Time Off
- 403b Retirement Plan