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Munson · 1 day ago

Administrative Assistant - Facilities

Utica, NY, US

Full-time

Onsite

Entry Level

2+ years exp

Munson is a community-focused organization committed to building a diverse and inclusive workplace. The Facilities Administrative Assistant plays a vital role in supporting the operations of the Facilities Division by providing comprehensive administrative assistance and managing various office functions.

ArtMuseums and Historical Sites

Culture & Values

Responsibilities

Perform accounts receivable and payable functions in accordance with Finance Office policies and procedures, including preparation of regular financial deposits, payment requests, travel reports, etc

Monitor division budget expenditures by maintaining databases (spreadsheets) and tracking within financial software system(s)

Verify and reconcile all billing and utility expense statements/invoices

Provide routine administrative office duties to support efficient office operations including preparing meeting arrangements and agendas; ordering office supplies; maintaining filing systems and other required documentation; and process, handle, and maintain confidential information, records, and materials

Assist with the preventative maintenance program by adding work requests as needed, generating weekly reports on open jobs, productivity, and other metrics as needed. Aids in entering employee time tracking data using online CMMS database

Assist with Munson’s parallel LLC, Praxis, with property management by posting vacant rentals through rental agencies, and collecting, recording, and depositing rent payments; act as a liaison to local relator(s). Responsible for preparing, maintaining, and submitting paperwork required for solid waste exemption regulations

Assist with planning and logistics related to Munson’s annual Summer Festival, including the car show event. This includes but is not limited to serving as a liaison for sponsors, executing data entry and reporting, communicating with participants, managing registrations, coordinating interdepartmental event setup, etc

Manage Physical Plant architectural drawings and document library

Provide relief coverage for Visitor Services reception on a rotational basis

Serve as a backup for Munson’s mail service

Serve on Munson intra-departmental committees

Perform other duties as assigned

Qualification

Accounts payableBudget managementCMMS softwareMicrosoft ExcelData entryOrganizational skillsCommunication skillsCritical thinking

Required

Minimum of 2-3 years related experience required

Attention to detail and a desire to perform routine accounting/AP tasks is required

Advanced personal computer skills that include the ability to send/receive e-mail messages, post information to a database or spreadsheet, and perform advanced word processing, bookkeeping, and/or data entry

Knowledge/use of computer, printer, photocopier, phone system, fax machine, and scanner

Experience with Microsoft Word, Excel, PowerPoint, Google Suite, and various software programs

Effective organizational and time management skills and ability to prioritize tasks, work independently, and follow through on all assignments with minimal direction

Critical thinking, consensus building, and problem-solving skills required

Ability to gather information, sort, draft, and provide analysis for budgetary and purchasing projects

Excellent communication skills, polished and professional interpersonal skills to interact with Munson staff and faculty, members, students, donors, vendors, and the general public

Ability to read and understand budget reports and accurately prepare fiscal documents and forms

Must have a valid NYS driver's license and means to transport mail to the post office as needed

Close mental and visual attention are required to perform work dealing primarily with preparing and analyzing data and figures, using general office and computer equipment and/or extensive reading