Glendale (United States of America)
The Administrative Specialist provides a broad variety of support services to support operations. The position is responsible for assisting with human resource administrative tasks, office administration, facilities, and vehicle management. The Administrative Specialist is also responsible for providing procurement of office supplies and oversight of office for day-to-day operations.
•Post position vacancies and participate as needed in the recruitment and hiring process.
•Prepare new hire employee orientation schedules, trainings, IT account creations and other documentation to ensure a smooth and efficient onboarding process.
•With the Volunteer Coordinator, recruit and retain office interns and volunteers to assist with office and administration operations, to include front desk volunteers, work study and others as appropriate. Provide supervision to office interns and volunteers.
•Receive and track staff vacation and sick leave requests and notify employees of the vacation and sick time balances on a quarterly basis.
•Maintain physical employee files and ensure all federal and state employment notices are posted.
•Track employee anniversary’s and birthday’s and prepare certifications and celebrations for employees.
•Track fingerprint clearance cards and other HR related items.
•Comply with all IRC policies, procedures and protocols including adherence to the IRC Way and Child Safeguarding.
•Assist with other HR administrative tasks as needed.
•Support office infrastructure including telephone/internet service, office space, cell phones, copiers, office supplies, business cards, distributing mail, mailboxes, badges, keys and key cards and posting office holiday closures.
•Update and maintain the Front Desk Manual and facilitate coverage of front desk duties during lunch breaks and absences.
•Provide procurement of office supplies and maintain inventory of office supplies.
•Assist with quarterly asset audits by department and other special office projects as needed.
•Maintain long term file storage tracking and arrange bi-annual storage box pick up.
•Assist with meeting preparation and documentation.
•Other related administrative tasks as assigned.
•Serve as the focal point for building maintenance concerning general maintenance issues, proper lighting, adequate office temperature, and other facility functionality.
•Oversee the general cleanliness of the office and reporting any repairs needed.
•Schedule, organize and ensure maintenance and cleanliness of all IRC Phoenix vehicles
•Maintain vehicle maintenance logs, schedules, key box codes, and database.
•Ensure proper registration, documentation and supplies for all vehicles.
•Assist in the completion of monthly gas card and mileage reconciliation reports.