Clerical Assistant L1-2, Facilities & Field Services, Ops & Maintenance

Overview

The Clerical Assistant will play a crucial role supporting Brooklyn Facilities Operation & Maintenance team. Responsibilities include but are not limited to:processing work requests in the work management system, processing requisitions in Oracle, processing receipts in oracle, scanning and maintaining electronic files in multiple systems, coordinating work with vendors, and supporting the team with various clerical tasks. This role involves working closely with a variety of stakeholders to ensure smooth operations and adherence to company procedures, standards, and specifications.

Responsibilities

Core Responsibilities

- The candidate will be responsible for scheduling, monitoring, tracking and organizing various facilities operations data.

- Candidate will have frequent interaction with internal and external customers and outside agencies.

- Candidate is also responsible for compliance with all applicable corporate policies and for meeting timeframes and deadlines.

- Major duties will include but are not limited to the timely payment and tracking of invoices.

- The candidate will be responsible for verifying line item accuracy and ensuring documents are verified against purchase orders, vendor releases, invoices, etc.

- The candidates responsibilities will also include processing work requests in work management system, organizing and maintaining associated documentation in system.

- The candidate is also responsible for word processing, record keeping, timekeeping, mail sorting, electronic document filing, processing and coordinating resources.

Qualifications

Required Education/Experience

- High School Diploma/GED

Skills and Abilities

- Ability to build strong customer relationships

- Demonstrated customer service skills

- Demonstrated written communication skills

- Effective interpersonal skills

- Proficient in English written and verbal communication skills

- Strong verbal communication and listening skills

- Strong written and verbal communication skills

- Demonstrates a high level of accuracy, even under pressure

- Excellent organizational skills

- Performs work independently with minimal supervision

- Well organized, detail oriented and flexible to handle multiple assignments

- Demonstrates a high commitment to quality

Licenses and Certifications

- Driver's License Required

Physical Demands

- Ability to push, pull, and lift up to 25 pounds

- Sit or stand to answer a phone for the duration of the workday

- Sit or stand to use a keyboard, mouse, and computer for the duration of the workday

- Possess manual dexterity and the ability to use hands for the duration of the workday

- Ability to stoop, bend, reach, and kneel throughout the workday

- Stand to use/operate office equipment for the duration of the workday

Additional Physical Demands

- The selected candidate will be assigned a System Emergency Assignment (i.e., an emergency response role) and will be expected to work non-business hours during emergencies, which may include nights, weekends, and holidays.

- The selected candidate will be assigned a System Emergency Assignment (i.e., an emergency response role) and will be expected to work non-business hours during emergencies, which may include nights, weekends, and holidays.