Administrative Assistant - Hunterdon Health Care System
Flemington, NJ 08822
About the Job
Position Summary -
The Administrative Assistant oversees and participates in all clerical functions for the Facilities Management Department. Provides secretarial and administrative support to the Administrative Director of Facilities, Assistant Director and provides secretarial assistance to the Facilities team. Assists department leadership in managing day to day duties of the Office Coordinator.
Primary Position Responsibilities-
Serves as a customer service liaison for the Facilities Department by answering and making phone calls, processing mail/emails, and creating and dispatching work orders. Shares these duties with and assists the Office Coordinator.
Creates requisitions & orders material(s) and services, processes all purchase orders and invoices for vendors, utilities & retail. Reconciles dept. credit card invoices and prepares for payment. Computes and maintains all financial and department documents such as utility bills, logbook(s), and statistical reports. Creates and maintains departmental data spreadsheets. Oversees the CMMS software program. Processes payroll closing and prepares for Director review and approval. Assist with scheduling of appointments and meetings. Assists Admin. Director in delegating work to the Office Coordinator. Other duties as assigned. Minimum Education Requirements Required High School Diploma or Equivalent List specific degree and/or certificate Preferred Certificate and/or Advanced Specialized or Technical Training List specific degree and/or certificate Minimum Years of Experience Minimum Years of Experience (Amount, Type and Variation) Required 2-4 years of customer service, clerical, materials management and working with Computerized Maintenance Management Systems (CMMS) Preferred 4 years of customer service, clerical duties and experience in healthcare or institutional maintenance or facilities services. License, Registry or Certification Please provide full name of license, registry, or certification, ex. “Certified Coding Specialist (CCS)” Required None Preferred None Knowledge, Skills and/or Abilities Required Excellent in customer service, written and verbal communications skills. Computer skills, proficient in Microsoft Office & Google Applications. Preferred Knowledge of parts clerk functions, construction and trades, building automation systems.PI253602127