Administrative Assistant Buildings and Grounds

Job Description

Job Description

Description :

We offer outstanding benefits!

• $500 Signing Bonus
• Offer competitive wages
• Outstanding medical insurance, life and long-term disability insurance
• Paid Time off
• Free membership to our state of the art Fitness Centers
• Hiring Staff of ALL Religious Backgrounds and Genders

About Us The St. Louis Jewish Community Center (the J) has been providing excellent health and cultural experiences for the entire community for over 140 years.

We are hiring for Administrative Assistant to join our team. This is a full-time, hourly position.

Summary :

The Administrative Assistant is dedicated to fulfilling the Jewish Community Center’s (the J’s) mission of enriching lives, building community, promoting inclusivity, and creating meaningful Jewish experiences.

The Administrative Assistant proactively collaborates across departments to provide excellent customer service to our staff, members, vendors, Kitchen J, and rental clients.

Responsibilities :

Answer incoming calls, voicemails, and emails to the department promptly : delegate maintenance and operational requests to appropriate team members, etc.

Delegate staff to respond to needs of the business.

Responsible for creating and distributing the Today at the J daily email for the Staenberg Family Complex and Fox Building to all appropriate people, including to the B&G staff.

This should be completed 1-3 days in advance to ensure proper adjustments can be made if necessary (additional notice given for weekend setups).

Appropriate layout drawings should be included for the B&G staff to ensure proper room set-ups and take-downs.

Support Operations Manager in the administration of the incoming and outgoing UPS / Fed Ex items. Prepare outgoing items pickup : weigh, enter delivery information online, print label, and contact UPS / Fed Ex to schedule pick up.

Log daily incoming items and arrange for Building and Grounds staff to deliver to the recipient.

Manage, generate, and process all bills and invoices for Buildings and Grounds department and J capital projects following accounting department procedures.

Support Kitchen J and 613 Catering as needed. This includes :

• File copies of the paid invoices in the appropriate Buildings and Grounds Vendor files.
• Generate and distribute Mikvah invoice statement for water, grounds work, and other miscellaneous charges.
• Assemble inter-department line transfer / charges at month end and submit to accounting.
• Review department P and L statement to ensure all credits submitted for Buildings and Grounds and Kitchen J charges, transportation charges, etc. are on the statement.
• Process all key requests : issue, log all issued, file employee receipts of key, as well as log all key returns.
• As needed support the Volunteer Coordinator with implementation of the Community Service Workers program within the department.
• Monitor Certificates of Insurance for all active vendors; request updated copies, as necessary.
• Maintain Agency OSHA records : documentation, training attendance records, records of who requires training, and send out training reminders.
• Prepare reports, memos, and agendas and follow up on current and future facilities projects in coordination with the director and departmental management.
• Serve as back-up for rentals. When needed, conduct event intake for prospective rentals, including inbound / outbound calls, voicemails, emails, and generating contracts in Salesforce.
• Assist in coordinating vendor rentals for events i.e., table and linen rentals when needed.
• Review facility reservation requests by staff and contact anyone who has not submitted a set up to finalize their booking.
• Be available and responsive for building wide events and emergencies, including evenings and weekends.

Requirements : Qualifications :

Qualifications :

• High School Diploma / GED required; College Degree is preferred.
• Ability to effectively use business automation and payroll software, Microsoft Office (Word, Excel, Power Point, Outlook), Adobe Acrobat, and databases.

Salesforce proficiency a plus.

• Demonstrated ability to learn new software applications as necessary for position.
• Able to use common office equipment (multi-line phone, fax, copier / printer / scanner, etc.).
• Prior accounts receivable or accounts payable experience is desired.
• Strong verbal, written, and oral communication skills.
• Ability to handle multiple priorities and projects simultaneously and prioritize appropriately in a fast-paced environment.
• Must be attentive to details with outstanding internal and external customer service skills.
• Strong leadership and interpersonal skills including ability to be approachable while also holding people accountable.
• Ability to effectively collaborate across departments and with external customers and vendors.
• Flexible schedule to allow for weekend and evening work is required.
• Able to volunteer to work set up and tear down for events. May require adjusting hours or time outside of normal business hours.
• Commitment to the inclusive mission of the J.

Physical Demands :

• Must pass pre-employment physical.
• Work is performed while standing, sitting and / or walking.
• Requires the ability to communicate effectively using speech, vision, and hearing with the ability to read and understand written material and instructions.
• Requires the use of hands for simple grasping and fine manipulations.
• Requires bending, squatting, crawling, climbing, reaching.
• Requires the ability to lift, carry, push, or pull objects not to exceed 80 pounds.
• Requires the ability to work inside and outside in all types of weather.

To learn more about the Jewish Community Center please visit our website : www.jccstl.org.

The J is an Equal Opportunity Employer and participates in the Department of Homeland Security's eVerify program.