Support Services Assistant, Philadelphia Works

Posted by on November 12, 2012

Support Services Assistant, Philadelphia Works, Inc.

Posted on: October 19, 2012

This position performs a variety of administrative and clerical functions that provides support to the Technology & Supportive Services Department. Assignments are carried out in accordance with standard office practices and general work instructions. Work requires the exercise of initiative, sound judgment and discretion in the performance of duties. This position is also responsible for the front desk: acting as a gatekeeper, directing clients and service personnel to appropriate departments and ensuring that the proper channels are maintained in communications and personnel interaction from an entry point. In addition, responsibilities include tracking internal support requests and ensuring that all requests have been successfully resolved.

In this position you will be responsible for the following duties:

Welcome visitors and direct them to the appropriate location and/or person and ensure the front desk area creates a neat and welcoming environment. Answer main corporate telephone and direct calls accordingly. Maintain calendar for conference rooms, resolve any scheduling request conflicts and ensure the conference rooms are neat and ready for each meeting. Assist Technology & Supportive Services Department with special projects and initiatives. Record all support requests and manage requests via an online ticket tracking system. Coordinate and schedule courier and corporate archiving pickup and drop-off dates and times. Contact vendors to schedule service requests.

Maintain inventory database by adding assets as they are procured, and reporting on existing assets. Copy, fax and distribute various documents/correspondence to vendors, clients, government officials, etc. Prepare procurement purchase documents and related forms. Maintain time and attendance calendars for the department, and ensure office support coverage is sufficient. Ensure nightly backup tapes are stored offsite in a bank vault. Plan and organize office and work flow activities to meet unit objectives in a timely manner. Schedule appointments for department management, prepare agendas; and record minutes as required. Assist Director in creating and implementing an electronic file system for all forms and documents in Office Services and Technology. Sort, fill out and file a variety of routine forms. Assist the Human Resources Department with special projects and requests as needed.

Associates Degree from an accredited college and a minimum of 2 years administrative work. Must have excellent customer service skills.

Or, any combination of education and experience determined to be acceptable by the Human Resources Department.

– Thorough knowledge of the administrative process and ability to prepare and present comprehensive written and oral reports.

Must present a professional and pleasant demeanor.

Excellent oral, written and interpersonal skills.

Proficient use of personal computers and Microsoft Office Word, Excel, Power Point and Access.

Ability to organize and prioritize work.

Ability to work with very little supervision and use discretion for matters affecting programs, policies, and procedures.

Ability to establish and maintain effective working relationships with all levels of staff, officials and the general public.

Must have outstanding communication skills. Able to adjust communication style depending on guest interaction or client specific demands.

Equal Opportunity Employer/Program

Alternate Formats, Auxiliary Aides and Services are available upon request

http://www.idealist.org/view/job/wn4M9NJt3WmD/