ADMINISTRATIVE SPECIALIST

Position Summary

The Administrative Specialist works under the direction of the Support Services Manager to coordinate, record, and monitor the Physical Security, Facility Maintenance and Operations, and Supply Inventory programs of the credit union utilizing several different databases and specialty programs. This position is the main contact point for the department, and performs other duties including mail processing, receiving, assisting staff with service issues, and special projects. This position routinely interacts with credit union staff, delivery personnel, vendors, and salespeople.

Principal Responsibilities and Duties

1. Physical Security:

a. Program, maintain and terminate user access control permissions.

b. Maintain and audit key control.

c. Maintain after-hours contact lists and records.

d. Monitor video surveillance system and report discrepancies.

e. Monitor and ensure proper functioning of security devices and submit necessary requests for repair.

f. Perform routine security audits to ensure compliance with established procedures and document results.

g. Assist with questions related to the operation of security devices and systems.

h. Conduct security training sessions as directed.

i. Verify and maintain certificates of destruction.

2. Software Administrator:

a. HVAC and Access controls

b. Video Surveillance Software

c. Help Desk

d. Vendor Work Order Database

e. Access Control Interface and Database

f. Inventory Database

3. Shipping/Receiving/Mail:

a. Utilize postal equipment to process outgoing mail. Merge, post, and charge to departments.

b. Receive, sort, and distribute all incoming and outgoing mail and packages.

c. Verify quantities and accuracy of delivery documents.

d. Stock shelves when Procurement Specialist is not available.

e. Assist staff as required.

4. Dispatching and work order control:

a. Receive requests for service from branches via computer and phone.

b. Discern appropriate vendor and arrange service based on level of urgency.

c. Follow up on service requests to determine the level of satisfaction with the completed work.

d. Invoice processing.

e. Research vendor billing complaints with Accounts Payable to determine payment status.

5. Inventory and Asset Management:

a. Process Supply Orders and Shipments

b. Create Purchase Orders

c. Analyze invoices and shipments to ensure accuracy of goods delivered.

d. Monitor Inventory

e. Create Inventory Reports

f. Maintain and update records for company vehicles.

6. Fire Systems:

a. Verify all alarm inspections are completed on time.

b. Verify records online and in the facility are current.

c. Verify all systems are fully functional by communicating with branch staff and Facilities Specialists.

d. Maintain current listing of all fire alarm equipment and fire extinguishers.

e. Track and manage AHJ inspection schedules.

f. Coordinate directly with fire alarm vendor to schedule services to prevent overdue items.

7. VISA reconciliation:

a. Compile all receipts from technicians, security office, and supply.

b. Balance monthly statements

c. Track expenditures for specialty equipment (tools and non-consumables)

d. Scan documents and email completed paperwork to VP Support Services for review and signature.

8. Document destruction:

1. Verifies receipt and accuracy of electronic certificates of destruction.
2. Works with vendors to maintain accurate records.
3. Coordinates requests for special services.
4. Verifies schedules and notifies branches of service dates.
5. Maintains records in Laserfiche.

Other Responsibilities and Duties

1. Follows all Launch Credit Union policies and procedures.
2. Completes all training assignments in a timely manner.
3. Attends meeting and training sessions as required.
4. Assist other positions in the department as necessary to accomplish department goals.
5. Performs other duties as assigned.

Education, Experience, and Skills Required

1. Requires a High School Diploma or GED.

2. Minimum of three years of experience performing administrative assignments or facilities maintenance.

3. Strong written, verbal, interpersonal, and communication skills.

4. Computer knowledge, typing, and data entry skills.

5. Must possess, at a minimum, an intermediate level of knowledge of MS Excel and Word

6. Experience developing and maintaining MS Access databases preferred.

7. Must be adaptable and maintain a positive and cooperative attitude.

8. Ability to work under pressure in a fast-paced environment and multi-task.

9. Good judgment, decision-making, attention to detail and problem-solving skills.

10. Must possess and maintain a valid State of Florida driver's license.