Administrative Assistant for Environmental Services

at  College of the Holy Cross

SCOPE:

The Environmental Services Administrative Assistant reports to the Associate Director of Facilities Operations for Environmental Services and provides a wide range of administrative, operational, and programmatic functions including: record keeping, materials and services orders, invoice processing, interdepartmental communications, payroll timekeeping, work order entry, and administrative support to Work Control/Facilities as needed to ensure efficient management of Environmental Services and Facilities.

QUALIFICATIONS:

• High School Diploma or equivalent
• 1-3 years related work experience required
• Strong organizational skills, ability to communicate effectively verbally and in writing to a diverse range of individuals, including all levels of employees.
• Excellent customer service skills and computer proficiency of Microsoft Office, email and Excel. Familiarity with the Google platform and timekeeping software is desired.
• Ability to multitask and meet goals in a fast paced and dynamic environment.
• Willingness to learn, research and promote new administrative processes and improvements.

• Establishes, organizes and maintains department files and filing systems; classifies, sorts, records, and files correspondence, invoices and other documents.
• Perform all timekeeping entries and file maintenance for weekly payroll.
• Maintains department databases and/or spreadsheets by entering information from source documents.
• Responds to all departmental phone, two-way radio and email inquiries.
• Provide general reception, administrative and work control support as needed to Facilities.
• Greets and directs vendors, visitors and staff in a friendly and professional manner.
• Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority.
• Process applicable vendor payments with all needed supporting documentation and approvals in a timely manner.
• Types and prepares correspondence and documents according to quality standards. Proofreads and edits materials for grammar, punctuation and spelling. Drafts routine correspondence. Compiles and distributes reports and other information as needed.
• Schedules appointments and meetings and maintains calendars and schedules for assigned staff. Assists in preparation for conferences, seminars and other department sponsored programs or events.
• Provide accurate information to employees in a reasonable amount of time.
• Use both Chrome River and Kronos systems to ensure proper payment of vendors and accurate records of time due and weekly pay of all employees.
• Manage office supply inventories.
• Perform other similar and related duties as requested or required.