TITLE: Operations Assistant
REPORTS TO: Director of Operations
DATE: June 2022
To perform a wide variety of responsible, confidential, and complex clerical, analytical and administrative duties daily for the Director of Operations; to type, file, copy and distribute a variety of documents; to coordinate building operations with staff members, tenants and building management; and to act as a liaison with other staff members, outside agencies, and the general public.
ESSENTIAL DUTIES / RESPONSIBILITIES:
1. Provide administrative, technical, and operational support to Director of Operations which includes: preparation of business correspondence and agendas; schedule appointments, meetings and make travel arrangements.
2. Act as liaison to building management firm; including reporting maintenance issues and coordinating repairs.
3. Maintain and monitor access control and security system, including activation and distribution of access devices for staff, tenants and vendors. Notify security and fire monitoring vendor of any work that will affect those systems.
4. Prepare and proofread a variety of documents including general correspondence, reports, memorandum, and statistical charts.
5. Coordinate meetings by arranging meeting locations, distributing meeting notices, agendas and
information, procuring audio visual equipment, and ensuring proper set-up. May also prepare meeting minutes.
6. Provide support to accounting team including reports and presentations
7. Assist with IT related matters, act as liaison, when necessary, between staff and vendor concerning any technology needs, including copier and postage machine.
8. Serve as main point of contact for audio visual equipment, test system prior to meetings and operate system during meetings requiring use of system.
9. Work with Executive Director and Director of Operations to ensure compliance of Records Management Policy by coordinating collection of records for disposition and scheduling vendor for proper disposition.
10. Monitoring and ordering inventory for office and break room supplies.
11. Coordinate with various outside vendors and maintain knowledge of those services (including building alarm, phone, ice maker/refrigerators servicing).
12. Participate in the business of the Retirement Board, Committees, and/or other special meetings by providing staff assistance in planning and conducting activities.
13. Special Projects as assigned.
OTHER DUTIES / RESPONSIBILITIES:
1. Coordinate and provide support services for other executive staff members in a back-up capacity.
2. Act as back up to Administrative Assistant; fulfill duties in his/her absence, including answering phones and greeting visitors at front desk, provide relief for breaks, lunch and during times when Administrative Assistant not scheduled.
Knowledge, Skill and Ability:
• Operations and activities of the assigned department.
• Business letter writing and basic report preparation techniques.
• Procedures and policies for compilation of board packets.
• Modern office procedures, methods and equipment, including a computer.
• Principles and procedures for filing and inventory control.
• Principles and procedures of maintaining schedules and calendars.
• Interpret and apply departmental policies and procedures.
• Understand the organization and operations of the Fund to assume assigned responsibilities.
• Work independently in the absence of supervision.
• Prepare a variety of documents and correspondence.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work, including trustees, city staff, Fund staff, vendors, tenants and membership.
• Identify and respond to issues, concerns, and needs.
• Operate a variety of office equipment including telephones, computers, multi-function machines and audio visual system; input and retrieve data and text; organize and maintain both paper and electronic filing.
• Be detail-oriented in preparing and reviewing documents.
Education, Formal Training or Experience:
Experience: Two years of increasingly responsible administrative experience.
Education: High School Diploma supplemented by direct experience or college level course work in related fields. Equivalent combinations of education and experience may be considered. Bachelor’s Degree in Business Administration, Liberal Arts or related field is preferred.
Equipment and Software Directly Used: Networked personal computer with mouse and peripherals, multi-function machine and telephone. Microsoft Office software.
Working Environment / Physical Activities: Office environment; exposure to computer screens; working closely with others. Essential and other important responsibilities and duties require maintaining physical condition necessary for sitting for prolonged periods of time; being able to lift and carry a minimum of 30 pounds; must be able to stand, reach bend and kneel; manual dexterity required.
Please email your resumé to HR@fwretirement.org. Applications will be accepted through close of business Thursday, July 20.
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