Administrative Assistant (Part-time)

(Bidwell Training Center – Drew Mathieson Greenhouse)

 

SUMMARY:

Provides clerical and administrative support to the Greenhouse Facilities Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential duties and responsibilities include, but are not strictly limited to, the following:

 

  • Serves as the initial point of contact for visitors, customers (clients), and students. Determines nature of business and directs visitors to appropriate personnel.

  • Responds to or appropriately routes incoming telephone calls.

  • Filters incoming mail and correspondence to determine their significance and plan their distribution.

  • Maintains department calendar.

  • Schedules and/or coordinates meetings, events, transportation, and other activities as directed.

  • Organizes and maintains filing systems and files correspondence and other records.

  • Attends staff meetings and other administrative meetings as directed. Prepares meeting agendas and materials and transcribes minutes.

  • Prepares correspondence, memoranda and reports as directed.

  • Copies handouts and other printed materials and distributes as requested.

  • Orders and maintains inventory of office supplies and other materials.

    • Completes purchase requisitions and check requests.

    • Properly codes all purchase requisitions and obtains signed authorization as needed.

    • Tracks orders to ensure timely and complete delivery of products.

    • Reconciles shipping documents, vendor statements and purchase requisitions.

    • Ensures documentation is orderly and in compliance with finance department procedures.

    • Works collaboratively with Purchasing & Accounts Coordinator, and Accounts Payable Specialist when necessary.

  • Prepares and submits catering requests.

  • Assists with special projects.

  • Submits maintenance requests and other work orders to CB Richard Ellis.

  • Accurately processes sales of products. Accepts cash, checks, or credit/debit cards for payment. Completes transactions according to established procedures.

  • Assists Facilities Manager with preparation and reconciliation of expense reports and credit card transactions.

  • Coordinates and documents relevant information of in-kind & monetary donations. Processes donations according to procedures established by the Finance and Development departments.

  • Completes assigned tasks within time frame allotted. Provides feedback when difficulties arise in completing a task.  

  • Maintains departmental systems and processes in alignment with established MBC policies and procedures.

  • Exhibits understanding and internalization of company values:  influence, respect, listen, shape, and embrace.

  • Performs other related duties as assigned.

 

SUPERVISORY RESPONSIBILITIES:

There are no supervisory responsibilities associated with this position.

 

EDUCATION and/or EXPERIENCE:

High school diploma or G.E.D. and a minimum of 2 years prior administrative support experience; excellent written and verbal communication skills; proficiency with Microsoft Office applications, and a demonstrated ability to work independently and prioritize workload in an effective manner. Familiarity posting to and updating websites and social media sites preferred. A general interest in the green industry is a plus. 

Interested Persons are required to submit their resume, cover letter, and salary requirements to resumes@manchesterbidwell.org.

 

EOE