Job Overview:

The individual in this position is a critical team member whose focus is to ensure the smooth operation of all office areas. In addition to providing administrative support, this position is responsible for purchasing materials, supplies, and equipment for all departments. Work is performed in accordance with established practices. An employee in this class requires a general knowledge of all departmental functions and personnel.

Duties:

Administrative Support Responsibilities & Duties Prepare monthly Board Packages for Board meetings for publication on the WPBHA website Attend monthly Board Meetings, set up the recorder, and take notes during the meeting and transcribe the minutes of all board meetings Maintain a physical copy of the Minutes and Resolution books and ensure that they are updated Monitor credit card use, reconcile credit card accounts, and submit to the Finance Department for processing Assist in the maintenance of the WPBHA's website, monitor and update information if necessary, such as job postings and public notices, and ensure that accurate information is maintained on the website at all times Coordinate and manage travel arrangements for employees, including conference registration, travel, accommodations, and per diem requests. Maintain annual training expenditure spreadsheets Coordinate events, including luncheons and holiday events, which include vendor selection, catering, location setup, and other related tasks Sort and stamp incoming mail, and distribute to the appropriate departments; record all incoming checks, and submit to the Finance Department for processing Perform other related work as required for any department, as assigned by the Executive Director. Administrative Coordinator Purchasing Responsibilities & Duties Work closely with the Finance Department in the purchasing function Order and monitor supplies from vendors, shop around, and compare prices to keep expenditure to a minimum. Receive order requests from departments and create purchase orders. Submit signed POs and invoices to the Finance department for processing Receive goods and sign for deliveries from the distributor, check the shipping invoice against the PO to ensure all items are accounted for Receive items into the system software and perform daily computer work as needed to maintain accurate records Resolve any damages and discrepancies, and process returns for any defective or incorrect items Ensure that supplies are distributed to the appropriate staff and departments Update the disposition list of appliances Desired Knowledge, Skills, and Abilities Must be highly motivated, detail-oriented, and thorough, with excellent follow-through, time management, computer, and communication skills. Ability to handle complicated situations calmly and efficiently. Possesses a strong ability for multitasking. Knowledge of standard office practices and procedures. Skills in grammar, spelling, and punctuation. Proficient in using Word, Excel, PowerPoint, and other computer software programs affecting assigned work. Ability to maintain a professional attitude, demeanor, and appearance. Education and Experience A four-year college degree in a related field and/or a combination of education and relevant experience.

Drug-Free, Smoke-Free Workplace/Equal Opportunity Employer Pay:

$20.00 - $25.00 per hour

Benefits:

401(k) matching Dental insurance Employee assistance program Employee discount Health insurance Life insurance Paid time off

Work Location:

In person