Administrative Technician

This position provides a variety of information management, customer reporting and tracking, vendor, and administrative support to the Administration Department. The secondary responsibilities include supporting customer requests as directed daily based on deadlines and priorities.

Duties:

• Reviews monthly reports for offsite storage and other vendors.
• Creates written correspondence to directors and AAs that includes a summary, recommended action, and timeline to help departments actively manage their boxes and reduce costs.
• Composes, proofreads, finalizes, and edits various letters, memos, emails, and reports.
• Serves as a liaison between AFSCME and office supply vendors on open orders, missing items, back orders, etc. Creates and tracks open issues through completion.
• Creates/produces tables and charts. Maintains and prepares statistical and complex reports.
• Ensures deliverables are grammatically correct, accurate, and easy to understand. Routes and tracks final documents.
• Provides back-up coverage for the Switchboard Technician to monitor and maintain switchboard equipment and perform system checks. Identify telephone system problems and take action to resolve.
• Performs telephone programming for all telephone units, including phone number changes, additions, deletions, passwords, and ring patterns, via the AVAYA Site Administration System.
• Runs and distributes weekly and monthly reports including open and closed work ticket reports and monthly Iron Mountain reports. Ability to manipulate data into various formats and databases for report distribution. Set up and train staff on how to use the boardroom Zoom system.
• Responsible for troubleshooting and reporting operational issues and concerns to management. Answers incoming calls from the Administration Help Desk.
• Receives e-mail requests and work order forms and enters information into work order system. This includes work requests for all Administration, Facilities, 1101 property management and Building Services functions.
• Effectively communicates and collaborates with Administration Manager, external service providers, and vendors to address questions and resolve facilities issues.
• As required, may serve as back-up driver for President using company vehicle.
• Cross-trains and effectively communicates with supervisor and other team members.

Requirements:

Education and Experience

Graduation from an accredited two-year college with an associate degree and a minimum of three (3) years of work experience; or any equivalent combination of education and experience which provides the following knowledge, skills, and abilities:

Skills Requirements:

• Expert knowledge of MS Office Suite to include – Word, Excel, Outlook, Calendar, and SharePoint.
• Effective communication skills to exchange routine information.
• Strong attention to detail and ability to proofread work for spelling and grammatical errors.
• Ability to compose simple to complex correspondence.
• Strong ability to complete assignments independently and work under pressure to meet tight schedules.
• Strong technical and computer skills. Proficient knowledge of modern office equipment and programs such as Zoom, AVAYA telephone system, copiers, fax machines, and other similar office equipment.
• A valid driver’s license is required.
• Limited overtime and travel may be required.