Facilities Administrative Assistant - American Society for the Prevention of Cruelty to Animals : Job Details

Summary:The ASPCA Facilities & Fleet Operations team works to ensure all ASPCA locations are fully operational so that staff and volunteers have optimum conditions to meet their program and department goals. In addition, the Facilities team ensures a healthy environment for all animals that visit our locations, whether on a short-term or long-term basis. The Facilities Administrative Assistant will work closely with the Senior Manager of Facilities Administration and Senior Director to support all Facilities Operations and Vendor Management aspects Nationally across the Organization. The Facilities Administrative Assistant provides administrative support to various Facilities Managers and the Facilities and Fleet Operations department when needed, manages office functions, Security badge requests and access assignments, department resources database management, coordination of budgeting/accounting systems, maintaining office records, and providing general administrative support services for the Facilities Operations staff.The Facilities Administrative Assistant reports to the Senior Manager of Facilities Administration and primarily works out of our 8th Avenue Office location.Responsibilities:Responsibilities may include, but are not limited to the following:Administrative (60%)

• Support with security access control; processing badge requests and modifying access levels in compliance with PCI and ASPCA Visitor Policy in badge software.
• Set up, maintain, and organize the department's central files, information, filing, and messages on Financial aspects, Department Operations, and Vendor Management.
• Support the Senior Manager of Facilities Administration with Department activities, including pre-sorting mail delivered to our main office in New York City.
• Support the Senior Manager of Facilities Administration with special projects, standard operating procedures, and activities among departments by organizing and coordinating information and requirements; planning and arranging meeting schedules; and monitoring results and agendas.
• Provide administrative support to the Senior Leadership and Facilities Management, preparing documents, spreadsheets, and agendas as requested.
• Develop a department-wide monthly newsletter for distribution.
• Oversee meeting coordination for the Department, meeting logistics, meals, and meeting minutes.
• Support the Senior Manager of Facilities Administration with Managing the CMMS system for all, entering system data, troubleshooting, recording expenses, and providing the overall system administration.
• Support the Senior Manager of Facilities Administration with Managing Department Project Management resources; Box, Workday, Workplace, Canva, SmartSheet, Badge Softwares, Work Order Computerized Maintenance Management System (CMMS), Site Compli, Airtable, Trello, Canva, Miro, and DocuSign.
• Manage Department mailbox; Establish Facilities user relations and maintain regular contact. Monitor feedback obtained by all users via emails and the work order system.
• Develop and initiate a plan for the annual team-building exercise.
• Serve as a backup for the Time Tracking Coordinator within the Department for Union Staff payroll to be processed.

Self - Service and Vendor Management (40%)

• Provide support to the Senior Manager of Facilities Administration with Vendor Management; collect, and track all and file required documentation for new vendors, including collecting W9's, Certificate of Insurance, drafting agreements, Tax Exempts, and other required documentation, as appropriate.
• Creating supplier accounts with required documentation; W9, ACH form, Tax Exempt form.
• Ensures the validity and accuracy of all supplier invoices and credit memos received.
• Responsible for reviewing vendor invoices, obtaining appropriate approval, and proper General Ledger coding and classification.
• Research supplier accounts and respond to supplier's inquires; maintain good relations with suppliers.
• Assist the Accounts Payable Specialist in identifying and resolving account discrepancies by investigating documentation.
• Contact vendors via email or phone for outstanding invoices, credits, backups, discrepancies, and variances.
• Responsible for entering invoices into the Workday system accurately and on a timely basis.
• Handles special check requests as required.
• Responsible for submitting a Purchase order request.
• Manage Facilities Department expense reports ensuring expenses are properly allocated and submitted on time.
• Submit service call requests to vendors as requested by Department Management

Exemplifies the ASPCA's Core Values:

• Has Commitment and dedication to improving the lives of animals
• Demonstrates Ownership and feels responsible for outcomes
• Believes in Team - that we are stronger together
• Seeks to Elevate others and reimagine what is possible
• Focuses on Impact, specifically making change for animals

Qualifications:

• Desire and willingness to learn
• Demonstrated multi-tasker, with an ability to prioritize
• Self-motivated with a solution-orientated attitude
• Ability to build and sustain positive and productive relationships within and across teams
• Ability to work effectively, both independently and in a team environment, in an atmosphere of distractions, multiple projects, shifting priorities, and deadline pressures
• Willingness to travel among New York City sites on a regular basis
• Strong computer skills - must be comfortable learning new computer system
• Excellent communication skills; Ability to be concise and thorough with staff at all levels and members of the public
• Working knowledge of Microsoft Office applications including Word, Excel, PowerPoint and Access
• Highly organized with an emphasis on time management
• Detail oriented
• Forms authentic, trusting relationships that enhance individual and team performance
• Seeks to understand others' perspectives and willingly comes together with others to achieve collective goals
• Experiments with and implements approaches that improve and expand upon our work
• Shows drive and passion for getting things done.

Compensation and benefits:Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future. For Hourly roles: The target hiring range for this role is $23.80- $26.21 per hour. For more information on our benefits offerings, click here.Stay Connected - Join Our Talent CommunityIf you are interested in joining our team but do not see a position listed that fits your experience or interests, please visit our website to join our Talent Community and stay connected to future opportunities with the ASPCA.Qualifications:See above for qualifications details.Language:EnglishEducation and Work Experience:High School Diploma (Required) Experience managing a team inbox in a professional setting preferred, Experience processing invoices preferred, Experience supporting expense reports preferred, Familiarity using computers and Microsoft Office preferred, Familiarity using ticketing systems strongly preferred, Familiarity with project management tools/systems a plus, Five years office management experience preferred, Minimum four years of relevant administrative experience required, Vendor and supplier management experience requiredOur EEO Policy:The ASPCA is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the ASPCA's standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA. Please inform the ASPCA's People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process.Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.ASPCA is an Equal Opportunity Employer (M/F/D/V).