Operations/Security

Job Summary

 

Perform duties to provide administrative support to all functions within the Operations department including IT, Purchasing, Operations and Banking, working within the limits of standard or accepted practice.

 

Essential Duties & Responsibilities

 

• Provide administrative support to the all members of the Operations department and Management. Assist with calls/voicemails, reroute calls to appropriate area, and arrange call backs.
• Handle all mailings and billings and process and track approved office supplies for all A/R offices.
• Compose letters and submit to Management for signature and approval. Assist management in the preparation of presentations as necessary.
• Manage calendars, arrange meetings and plan and set up conferences and events and prepare materials as necessary.
• Operations Help Desk support
• Assist all members of the operations team (IT, Purchasing, Operations, Banking) in accomplishing their goals and objectives
• Prepare reports, correspondence, presentations and other communication materials.
• Conduct research, prepare reports and financial data.
• Attend staff meetings with operations team and staff to keep well informed, and to ensure follow-up on decisions or actions to be taken by staff.
• Provide administrative support and computer skills for special projects.

 

Additional Duties & Responsibilities

 

• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

 

Supervisory Responsibility

 

No supervisory responsibilities.

 

Prepared by Viviana M. Collazo, CCP - Draft Page 2

 

Education & Experience

 

Associate’s Degree in Business or related field from an accredited college or university, and two to three years of administrative experience; or equivalent combination of education and experience.

 

Knowledge, Skills & Proficiencies

 

• Excellent customer service skills
• Strong verbal and written communication skills.
• Detail oriented and strong organizational and multi-tasking skills.
• Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, Power Point, Visio and Outlook. Proficiency researching the Internet.
• Ability to work with sensitive or confidential information.
• Ability to meet deadlines and work well under pressure.
• Ability to work in a team environment as well as independently and be self-driven
• Critical thinking, problem solving, judgment and decision making abilities.
• Ability to work with sensitive information and maintain confidentiality.
• Critical thinking, complex problem solving, judgment and decision making
• Motivated self-starter.

 

Tools & Equipment Used

 

Computer and peripherals, standard and customized software applications and tools, and usual office equipment.

 

Physical Requirements/Working Environment

 

This position works under usual office conditions. The employee is required to work at a personal computer as well as be on the phone for extended periods of time. Must be able to stand, sit, walk and ocassionally climb. The incumbent must be able to work extended and flexible hours and weekends as needed. Physical demands include ability to lift up to 50 lbs.

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Travel Work may involve some driving/traveling to properties.

 

Disclaimer

 

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.