Facilities Administrative Assistant Job at Child & Family Services of Erie County
Duties for this position include:
- Responsible for the efficient and comprehensive filing of documents such as inspection reports and preventative maintenance reports.
- Review and file credit card receipts. Prepare monthly credit card reports.
- Obtain estimates/quotes for capital and/or special projects as directed by the Director of Facilities.
- Create PO’s for approved vendor work, supplies and amazon orders. Place and track all orders.
- Establishes and maintains a professional relationship with all the agency vendors with the purpose of scheduling for needed service and renewal of all facilities contract agreements.
- Schedule lunch and learn programs for the facilities team. (OSHA training, vendors)
- Review the maintenance requests and responses to ensure completion and provide reports to the facilities manager as requested.
- Coordinate routine and consistent walkthroughs of each building to ensure a high standard of the condition of interior finishes (paint, carpet, furniture, window treatment, artwork).
- Submit applications for all necessary permits and Preservation applications,
- Monitors and orders janitorial and office supplies (bathroom paper products, breakroom supplies)
- Oversee Agency vehicle maintenance/repairs as applicable
- Serves on agency committees as requested
- Works as the liaison between the facilities manager and program managers, to assist with scheduling and other business regarding contractors and or outside vendors.
- Establishes and maintains an orderly record of all quarterly and annual equipment tests and inspections in a manner accessible by the facilities manager and program staff. These records include, but are not limited to: fire alarm systems, sprinkler systems, fire extinguishers, elevators, HVAC, boilers, grease traps, generators, backflow prevention, kitchen equipment.
- Update current building drawings
- Other duties as assigned by the Director of Facilities
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
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