Job Description

Support Services Administrative Assistant
Reports To: Director of IT & Support Services
Classification: Non-Exempt

Pay: $18.00/HR

Job Summary
Provides administrative and operational support to the Maintenance, Housekeeping, and Information Technology (IT) departments. This position assists with coordination, communication, recordkeeping, and documentation to help ensure that facility operations, maintenance, and technology needs are handled 
efficiently and in accordance with company standards.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential 
functions.

Administrative Support
 • Processes invoices from vendors and generates invoices for residents related to support services.
 • Identifies and communicates areas of improvement with regards to department processes. 
 • Supports the Building Maintenance Manager with time management, data gathering, and communication for the execution of projects or events. 
 • Creates badges and maintains records of keys for staff and residents, ensuring secure access throughout the facility.
 • Prepares professional correspondence, presentations, and reports for the department as needed, using appropriate grammar and spelling
 • Maintains organized digital and physical inventory, tracking equipment and supplies for the Maintenance, Housekeeping, and IT departments. Monitors supply inventory levels and orders department supplies, as directed. 
 • Provides scheduling, communication, and logistical support for departmental meetings, events, and projects.
 • Accurately tracks department expenditures, compiles check requests, obtains credit card expense approvals, codes credit card statements, codes invoices and obtains approvals, and researches vendor invoice discrepancies.
 • Utilizes the work order system to collect and analyze data, track work order process, and identify opportunities for process improvement. 

Operations & Compliance
 • Conducts routine inspections to support compliance with facility standards and regulations.
 • Prepares and distributes reports on inspections, inventory, and other departmental activities.
 • Coordinates with other departments to ensure timely resolution of work orders and service requests.
 • Escorts vendors and contractors to job site, ensuring they adhere to facility protocols.
 • Identifies work order needs for the department, submits, and tracks progress as needed.

Customer Service
 • Greets residents, staff, and visitors in a warm and professional manner.
 • Responds to inquiries and concerns with courtesy and efficiency.
 • Provides a pleasant telephone experience for all callers, routing each one to the proper destination.
 • Maintains positive relationships with employees, residents, and vendors.

General Responsibilities
 • Follows all SV policies and procedures including, but not limited to, safety, infection control, privacy, 
confidentiality, and the reporting of elder abuse.
 • Participates in training and development opportunities as directed. 
 • Performs other duties as assigned.
Supervisory Responsibilities 
This position has no direct supervisory responsibilities. May be asked to share performance observations for 
training and evaluation purposes.

Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
• Customer Service - Responds promptly to customer needs; Solicits customer feedback to improve service; 
Responds to requests for service and assistance; Meets commitments.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others 
without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Oral Communication – Speaks clearly and persuasively in positive and negative situations; Listens and 
gets clarification; Responds well to questions; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies 
writing style to meet needs; Presents numerical data effectively; Able to read and interpret written 
information.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed.
• Cost Consciousness - Conserves organizational resources.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Supports and respects diversity.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently. 
• Professionalism - Approaches others in a tactful manner; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

License, Education, and Experience Requirements
• High school diploma and a minimum of 1 year administrative support experience, or an equivalent combination of education and experience.
• Highly proficient in the Microsoft Office Suite of programs.
• Experience handling confidential matters with discretion.
• Strong written and verbal communication, administrative, and organizational skills.
• The ability to maintain a realistic balance among multiple competing priorities.
• Valid California driver’s license and clear driving record. 

Additional Requirements  
• 18 years of age or older
• Fluent in English
• Clear DOJ/FBI criminal background check
• Negative TB test
• Negative drug screening
• Health screening clearance

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the job functions. 

While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; talk or hear and taste or smell. The employee is occasionally required to sit; climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. The physical environment requires the employee to work inside and occasionally travel from building to building in heat/cold, wet/humid, and dry/arid conditions.

Job Tags

For contractors, Work at office,

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