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Part-Time Administrative Assistant – 1 – Bidwell Training Center

SUMMARY:

Provides clerical and administrative support to the Director of Greenhouse Operations. Additionally, the Administrative Assistant – 1 helps to maintain and update the Drew Mathieson Center Greenhouse (DMC) website and social media sites.

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.
  • Monitoring student groups as needed.
  • 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 Director 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.
  • Updates DMC web site as directed.
  • Assists Director with maintaining DMC social media presence.
  • Assists with providing content for the corporation’s quarterly newsletter and the DMC E-Newsletter.
  • Assists in the formatting of marketing and communication materials.
  • Maintains a neat and orderly work station.
  • 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.
  • Other duties may be assigned.

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 may submit their resume with cover letter and salary requirements to hr@manchesterbidwell.org

EOE