Facilities and Security - Administrative Assistant/Purchasing Coordinator

 RESOURCE BANK

Administrative Assistant/Purchasing Coordinator

(Facilities & Security)

Position Summary:

This position reports to the Administrative Services Manager and is responsible for providing high-level administrative support by conducting research, preparing statistical reports, handling information requests and assistance with the coordination of all maintenance, security and preventative work needed on existing properties.  This position handles the coordination of mail distribution, purchasing materials, products and services bank wide. This position is also responsible for duties too varied and diverse to be classified in any specific office clerical occupation. Clerical duties may be assigned in accordance with the office procedures and the administration of the above areas/departments, such as preparing correspondence, receiving visitors, arranging conference calls, booking, and scheduling meetings.  Assignments may include a combination of answering telephones, bookkeeping, typing or word processing, office machine operation, and filing.

Essential Functions:

• Recommend changes that could improve servicing and increase operational efficiency regarding property maintenance.
• Prepare invoices, reports, memos, letters, financial statements and other documents using word processing, spreadsheet, database, or presentation software.
• Perform general office duties such as ordering supplies, maintaining records management systems and performing basic bookkeeping work.
• Coordinate the maintenance and preventive work needed on properties.
• Locate vendors of materials, equipment or supplies, and interview them to determine product availability and terms of sales.
• Negotiate pricing and discounted rates with vendors when purchasing in large quantities for the bank.
• Maintain records of goods ordered and received.
• Prepare and process requisitions and purchase orders for supplies and equipment.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
• Open, sort and distribute incoming correspondence, including faxes and email; and make copies of correspondence and other printed material.
• File and retrieve facility and security documents, records and reports.
• Prepare responses to correspondence containing routine inquiries.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Learn to operate new office technologies as they are developed and implemented.
• Set up and maintain paper and electronic filing systems for maintenance work performed on properties, records, correspondence, and other material.
• Prepare agendas and make arrangements for meetings.
• Support and help coordinate facilities activities including vendor analysis and selection and historical maintenance. 
• Maintenance of master lease files and insurance on facilities.
• Manage Fob system and inventory of fobs.
• Assist Security Officer with all camera programs and maintain records of functionality.
• Manage Trane HVAC system at Operations Center via remote access.
• Manage the storage of all floor plans and maintenance manuals for RB locations.  
• Provide construction management support, as needed, to the Chief Administrative Officer.
• All other duties as assigned.

Skills and Abilities:

• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
• Speaking - Talking to others to convey information effectively.
• Writing - Communicating effectively in writing as appropriate for the needs of the audience.
• Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
• Monitoring - Monitoring/Assessing performance of other individuals, or organizations to make improvements or take corrective action.
• Mathematics - Using mathematics to solve problems.

Competencies:

• Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
• Speech Recognition - The ability to identify and understand the speech of another person.
• Speech Clarity - The ability to speak clearly so others can understand you.
• Near Vision - The ability to see details at close range (within a few feet of the observer).
• Written Comprehension - The ability to read and understand information and ideas presented in writing.
• Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

 Working Conditions:

The work for this position is conducted in an office environment of our bank and the requirement for travel is limited to travel for training, property inspection and meetings.  This position could require working extended hours, depending on work load.    

Americans with Disability Specifications:

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

 While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Experience and Education:

High School Diploma (or GED or High School Equivalence Certificate); Over 3 years of a combination of clerical and property management experience preferred.  Must have excellent Microsoft Office Suite knowledge and experience and any other specialized software is helpful.

Resource Bank strives to be the “employer of choice†           EOE/Minorities/Females/Vet/Disabled