Qualifications: Minimum of a high school, business school or GED diploma. Minimum of two years of experience in general office procedures. Knowledge of Microsoft Office and phone systems. Ability to initiate and handle multiple tasks in a timely and accurate manner. Ability to clearly communicate verbally and in writing. PT Hours, 20 Hours a week, Monday through Friday, 1:00 PM – 5:00 PM
Responsibilities: Fleet Management: Reconcile & file repair invoices with vendor statements. Maintain WEX GPS, Exxon Mobil and Safety First Online databases. Maintain vehicle files, titles and registrations. Manage keys and key replacement requests. Coordinate vehicle repairs with programs as needed. Travel to NJ MVC and dealerships to execute paperwork.
Health & Safety: Collect, review collate documentation from each program committee member using Excel. Track incoming documentation dates. Proactively communicate with committee regarding documentation due dates.
Program Support: Preparation of correspondences & bulk mailings for Program Directors.
Administrative Assistant Backup: Answer phone, take messages and direct calls to the appropriate staff. Greet visitors and announce them to appropriate staff. Sort and distribute all incoming mail, post all outgoing mail. Sending, receiving and distributing fax transmissions. Ensure all copy machines have paper: troubleshoot error messages and coordinate with IT as needed. Maintain meeting room schedules. Set up & clean-up for quarterly staff meetings & outside meetings as requested. Daily checks of lobby and kitchen log. Report safety/fire hazards, as necessary. Report all building repairs to the Director of Operations. Maintain kitchen supplies: inventory & ordering of all paper & janitorial goods.
Attend training as required. Perform other duties as assigned by the Program Director
Reports To: Director of Operations
Location: Parssippany, NJ