Administrative Assistant- Facilities

Starting Rate: $19.00-$22.00

The Administrative Assistant is responsible for performing all administrative and daily office functions for the Facilities department. This position provides administrative support to all team members and has reporting functions across the department.

Who We Are

At Advocates we provide comprehensive services for people facing developmental mental health or other life challenges.

Were a nonprofit mission-driven organization with a person-centered approach empowering the individuals we support to make choices build independence and live full meaningful lives.

Our work is rooted in respect compassion and inclusion and we envision a world where individual differences are appreciated and celebrated.

At Advocates we value the ideas experiences and contributions of every employee and are committed to fostering a supportive welcoming culture where people can learn grow and make a meaningful impact.

• Handles voicemail and e-mail forwarded from direct managers. Reads and routes incoming mail. Perform clerical duties for the department such as typing filing answering phones copying faxing and mailing.
• Maintain Facilities databases to include scanning in documents and assigning work orders to field staff track completion of work and communication work status updates to partner service and support departments.
• Process all invoices; track costs and maintain copies of invoices and check requests
• Track monitor and order all department supplies and equipment including cell phones tablets computers etc. Arrange for repair and replacement as needed.
• Assist with agency vehicle fleet management to ensure maintenance is performed.
• Attends and actively participates in supervision and staff meetings.
• Ensure that clients are treated with dignity and respect in accordance with Advocates Human Rights policies and the Advocates Way Philosophy.

• High school diploma or GED and 1-2 years experience in an administrative assistant role.
• Ability to multi-task and work in a fast-paced environment.
• Must be highly organized with strong attention to detail and accuracy.
• Must be able to perform each essential duty satisfactorily.
• Demonstrated understanding of and competence in serving diverse populations.
• Experience with database entry maintenance and report production.
• Must be highly proficient with Microsoft Word Microsoft Excel and Microsoft Outlook
• Ability to use office equipment such as scanner digital camera copier printer and fax.
• Ability to maintain professional pleasant and helpful demeanor at all times.
• Must hold a valid drivers license. Must have access to an operational and insured vehicle and be willing to use it for work related tasks as requested.

Advocates is committed to cultivating a diverse and welcoming community where everyone feels respected and valued. Advocates fosters a culture of inclusion that celebrates and promotes diversity along multiple dimensions including race ethnicity sex gender identity gender expression sexual orientation partnered status age national origin socioeconomic status religion ability culture and experience.