What are the responsibilities and job description for the Facilities Administrative Assistant, Seattle Headquarters position at Casey Family Programs?
Casey Family Programs, an Equal Opportunity Employer, is the nation’s largest operating foundation focused on safely reducing the need for foster care and building Communities of Hope for children and families across America. Founded in 1966, we work in 50 states, the District of Columbia and two territories and with more than a dozen tribal nations to influence long-lasting improvements to the safety and success of children, families and the communities where they live. Casey Family Programs values inclusion, diversity, equity, and respect for individuals in the workplace. We encourage candidates with diverse lived experience and perspectives from underrepresented communities to apply.
Job Summary:
The Facilities Admin Assistant brings specialized background and experience to this support position and provides a professional level of service to the team and organization. This Facilities position takes initiative, responsibility and helps to prevent and solve facility related problems. Multi-tasking and the ability to adapt to constant interruptions and still complete daily job assignments is critical. In addition, this position retains administrative support functions such as filing, travel management, coordination of meeting logistics and other administrative support functions.
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Essential Responsibilities: |
% of Time |
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· Oversees projects as assigned by the Facilities Director or Senior Director of Facilities Services. Coordinates vendors and works with others to bring projects to a successful completion, including ensuring proper prioritization, time management, resource allocation, strong communication and successful outcomes. Responds to all HQ ergonomic requests in conjunction with the Senior Director of Facilities Services or his designee. · Provides front desk support which includes greeting and monitoring visitors, answering phones, processing courier packages. Manages all facility related complaints, interfacing with the building manager and engineers. Responds to all daily staff maintenance issues. Prepares documents for internal publication including announcements, MyCasey (intranet) Pages, Contact Us responses, memos; writing, proofreading and editing for grammatical errors and format consistency. · Responsible for mail processing, shipping & receiving. Processes all HQ incoming mail and all outgoing mail and shipments including regional and division mail. Maintains the copy & supply rooms, common areas and conference rooms, including ordering office supplies and maintaining stock levels. Manages overall building cleanliness with janitorial services (deep clean of locker rooms, kitchens, Cintas weekly service). Maintains all UPS and USPS machines. |
10%
20%
15% |
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· Responsible for all employee photos and security badges for all HQ staff and guests. Responsible for badge access to parking, bike cage and building fitness center. Makes assessment of security access for temporary badging and tracks and accounts for all temporary badges. Runs compliance and access level reports, maintains accurate records on all badges and access levels assigned to employees, contractors, interns, temporary workers and vendors. |
10% |
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· Responsible for maintaining the HQ Casey vehicles and the Casey ORCA contract with King County Metro. Responsible for all ORCA cards; tracks and accounts for card usage as well as monthly reports. Works directly with Metro on reports and attends CTR Network Group meetings as directed by manager. Maintains and coordinates the commute Trip Reductions and Employee Transportation Plan by promoting use of Orca Cards and alternative commuting options. Promotion of annual events such as Wheels Options and Bike to Work month. |
10% |
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· Works with the Facilities Director and vendors to provide services related to mail, shipping & receiving, office supplies, kitchen and food service supplies, janitorial, general construction, furniture procurement & installation and catering. May be involved in the interviewing and analysis of new vendors, creation of contracts, establishing and maintaining inventories and orientation of new vendors to Casey. |
10% |
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· Responsible for maintaining vendor accounts and processing invoices. Maintains tracking system for all internal and external HQ meetings, including contacts, location and attendee lists. Uploads and tracks contracts within the Agreement & Reporting Tool (ART); maintains internal checklist for expiring/renewing contracts. · Responsible for the coordinating, tracking and maintaining safety supplies at HQ and the field offices (as applicable) to include first aid and emergency kits; AEDs; backpacks and other supplies as needed. Manages corresponding intranet content. · Creates invoices and routes to proper signing authorities, drafts and edits letters, documents meeting agendas and minutes, memos, correspondence, reports and manuscripts that may or may not be confidential. Processes invoices, travel reimbursement, and other financial items. |
10%
5%
5% |
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· Other duties as assigned. |
5% |
Qualifications:
- A Bachelor’s degree preferred and a minimum of two years’ experience in an equivalent administrative support position are required.
- Project management, budget and resource allocation experience desired. Ability to design, cost, implement and manage projects. Demonstrated high level of organizational skills including the capacity to set priorities and work to deadlines.
- Strong organizational, analytical skills, high level oral and written communication and attention to detail skills are essential. Experience in the use of Microsoft desktop products such as Word, Excel, Outlook and familiarity with database systems.
- Detail oriented, accurate, efficient, exercises good judgment and initiative. Excellent organizational and planning skills in managing a personal workload in a busy environment with conflicting demands. Can work independently and as part of a larger team.
- Demonstrated ability to establish and maintain positive working relationships with management, consultants, vendors, staff, and external professionals. Excellent interpersonal skills including demonstrated experience and skills in liaison, negotiation and conflict resolution with staff at all levels.
- Ability to protect the confidentiality of sensitive information by learning and following all relevant policies and protocols and using sound judgment in the handling and sharing of that information.
- Physical requirements include the ability to lift and reach for light objects; close visual acuity to prepare and analyze data and figures; ability to type utilizing a computer keyboard; ability to travel to outside locations; and the ability to work at a computer for extended periods of time; ability to occasionally lift up to 50 pounds; occasionally carry up to 25 pounds; sit and stand frequently while completing tasks; walk, climb, bend and kneel and crouch occasionally; and the ability to do frequent overhead and shoulder level reaching, pushing , pulling and grasping. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Local travel as well as occasional out of town travel may be required. Driving on Casey business may require use of personal vehicle; adherence to vehicle safety guidelines and qualification for insurance is required.
Casey Family Programs requires a COVID-19 vaccination for in-person work. Therefore, all employees will be required to present proof of vaccination status unless they qualify for a medical or religious exemption.
This position is based at our Seattle Headquarters.
The base salary for this role in Seattle, WA is $49,900 to $58,800 annually.
Casey Family Programs offers benefits including medical, dental and vision coverage, health and dependent care Flexible Spending Accounts, eligibility for 403(b) and 401(a) retirement plans, disability, basic life, employee assistance plan and business travel insurance. Additionally, employees are eligible to accrue paid time off, starting at 8 hours per month of annual leave and 8 hours of sick time per month in the first year of employment. Casey Family Programs also observes 10 paid holidays per year and each employee receives one personal holiday to use each calendar year. Employees that meet certain tenure qualifiers are eligible for up to eight weeks of parental leave for the birth or placement of a child for adoption or foster care. After the completion of 10 years of continuous, full-time employment, employees in good standing are eligible for a three-month sabbatical with pay. Casey Family Programs also offers many opportunities for continued learning, training, and development.
Salary : $49,900 - $58,800