Facility & Program Administration Specialist

PRTC • Manassas, VA

1d

About The Position

Performs a variety of intermediate administrative support functions related to facility and program operations including maintaining accurate and up-to-date files and records; creating and maintaining a variety of documents including procedures and processes, reports, and presentations; receives and responds to facility operations questions, and related work as apparent or assigned.  Work is performed under the moderate supervision of the Director of Facilities.

Requirements

• Associates/Technical degree in business administration, or related field and intermediate experience in administrative tasks, office procedures, data entry, or equivalent combination of education and experience.
• Must meet and maintain all training and education requirements for position.
• Valid driver's license in the Commonwealth of Virginia.
• Considerable knowledge of administrative tasks and office procedures; intermediate knowledge of research methodology;, general knowledge of the organization's rules, policies, and procedures applicable to assigned function; general knowledge of record keeping practices.
• Intermediate skill level in the use of personal computers, associated software packages including Microsoft Office programs. Skill in data entry; skill in organization, prioritizing, and time-management.
• Ability to work with minimal guidance, ability to make work processing decisions based on established department and organization policy and procedures.  Ability to create and maintain detailed records and files, ability to communicate effectively in oral and written form; ability to write clear, concise reports, presentations, and other documentations; ability to handle confidential information according to established procedure; ability to manage multiple tasks and/or projects simultaneously; ability to analyze issues and to utilize problem solving/analysis to resolve and/or escalate these issues in a timely manner; ability to adapt to current problems at hand; ability to establish and maintain effective working relationships with associates, customers, department directors and managers, and the general public.

Responsibilities

• Performs a variety of intermediate administrative support functions including, maintaining accurate and up-to-date files and detailed records pertaining to facility operations; monitors various systems, data, and files for current and accurate information.
• Creates and/or maintains a variety of documents including department procedures and processes, reports, presentations, and other documents as requested; disseminate information as appropriate.
• Prepares accurate procurement requests for goods and services to include seeking and documenting vendor quotes and other necessary documents.
• Provides information to the Finance department to ensure accurate and efficient invoicing; resolves invoice errors/disputes with vendors.
• Assists Director with preparing and monitoring annual operating and capital budgets and preparing grant funding applications.
• Receives and responds to facility operations questions, inquiries and requests, providing information as appropriate; utilizes problem solving/analysis to resolve and/or escalates issues in a timely manner.
• Provides assistance with various organizational programs to include, but not limited to records retention, Freedom of Information Act requests.
• Serves as back-up to the Board Clerk with various duties to include advertising meetings, assisting with agendas and meeting materials, and finalizing resolutions.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree