American Heritage Credit Union
  • Facilities
  • Philadelphia, PA, USA
  • Highly Competitive
  • Hourly
  • Full Time

We offer an outstanding benefits package, including a 401(k) with a generous company match and a progressive & environmentally friendly work environment.


American Heritage Credit Union, a $4 billion credit union, has an immediate opening for an Administrative Assistant within our Facilities Department. This position provides administrative support to the Vice President of Facilities, Facilities Manager, and Facilities Project Manager.

Perform a variety of administrative duties including but not limited to: Utilizing the credit union's security software to update security privileges for associates, clients, and vendors; Invoice processing; Managing Community Room reservations; Performing errands as necessary; Assisting with coordination of and participating in various credit union sponsored events; Completing additional administrative duties as necessary. Provide an ultimate level of service to the members, clients, and associates of American Heritage Credit Union. This service will be delivered via actions, accountability and with integrity.


REQUIREMENTS/DUTIES:

  • Must meet the following standards of service as evaluated by our internal and external members.
  • I will provide accurate information.
  • I will respond and follow through with all requests in the agreed upon time frame.
  • I will conduct myself in a friendly and professional manner.
  • I will listen effectively and offer solutions appropriate to you individual needs.
  • I will project a whatever it takes attitude.
  • I will address you by name and thank you for your business.
  • Perform administrative support to the Facilities Management team.
  • Perform diverse secretarial duties including but not limited to: Maintaining calendars; Scheduling meetings and appointments; Preparing letters/memos/reports; Answering phones; Filing; Typing; Duplicating and disseminating materials for various committee meetings, including agendas, minutes, and committee reports; Creating and maintaining department spreadsheets.
  • Utilize the credit union's security software with extreme care and diligence to provide and update security privileges for individuals. Create, suspend, and/or delete associate profiles regarding security clearance and access to authorized areas. Create, delete, and manage security badges for new associates, visitors, auditors, and other individuals as necessary.
  • Coordinate daily requests regarding Community Room reservation inquiries for both internal and external parties while collaborating with Project Manager, Housekeeping staff, and the Information Systems department.
  • Work collaboratively with Business Development, Human Resources, Marketing, Housekeeping, I.S. and other departments as necessary to ensure the successful execution of events.
  • Assist with coordination of, and participate in, various credit union sponsored events including but not limited to Grand Illumination, Photos with Santa, Member Appreciation Day, etc. regardless of weather conditions.
  • Process various invoices via the credit union's accounts payable system.
  • Coordinate service on machinery and equipment as needed or requested by Facilities management.
  • Coordinate service with utility providers.
  • Coordinate phone system and maintenance issues for all credit union locations under the guidance of the Facilities Manager.
  • Coordinate low stock points with Facilities staff, perform release procedures, and assist with reorder points as assigned by Facilities Manager.
  • Assist with insurance coordination.
  • Keep Facilities Manager advised of complaints, telephone calls, emails, and letters received from internal members including issues involving all owned or leased locations.
  • Perform research on specialized topics via internet research and using other avenues.
  • Coordinate Records Retention Procedures, completing forms and ordering records from archives under the guidance of the Department Manager/Records Retention Custodian.
  • Effectively and responsibly manage credit union-issued corporate credit card in accordance with credit union expense report guidelines.
  • Drive credit union vehicles to perform errands as necessary.
  • Perform front desk/receptionist functions as needed.
  • Keep all credit union vendor and contractor-related business in strictest confidence.
  • Ensure work area is clean, secure, and well maintained in conjunction with the credit union's clean desk policy.
  • Remain current and knowledgeable of all aspects of local, state and federal regulations that affect the credit union.
  • Remain active in the University Program of American Heritage Federal Credit Union and complete the position's present curriculum as outlined in the Online University by completing the following: Credit Union annual required compliance training, the Online University required coursework within assigned timeline, and the supplemental courses listed in the Online University Curriculum within the prescribed timeline.

QUALIFICATIONS:

  • One to three years of similar or related experience.
  • Must have familiarity or basic general knowledge of heating and cooling systems and waste management.
  • Must possess strong organization and office skills.
  • Proven ability to adapt to change, manage competing priorities, and handle a wide variety of duties.
  • Proven ability to work with and maintain internal and external confidential and sensitive information.
  • Ability to successfully work across organizational and departmental areas to produce results and solve problems in a professional and cooperative manner.
  • Ability to consistently maintain and improve skills and knowledge for efficient service delivery.
  • Requires judgment to apply broader aspects of established practices to situations which go beyond clear, concise guidelines.
  • Work requires intermediate to advanced word processing skills, and advanced working knowledge of PC applications (Word, Excel, MS Outlook, MS Explorer, MS Project, and MS Visio).
  • Work requires ability to effectively utilize a laptop, iPhone, and iPad.
  • Intermediate mathematical skills required (calculations and concepts involving decimals, percentages, fractions, etc.).
  • Valid driver license required for occasional driving of credit union vehicles.

EDUCATION:

  • A two-year college degree or (2) Completion of a specialized course of study at a business or trade school or (3) Completion of a specialized and extensive in-house training or apprenticeship program.

WORK HOURS:

  • Full time position
  • Must be able to work 8am to 5pm, Monday thru Friday as well as major department events during potential inclement or unfavorable weather which may include a Saturday as well as other duties as assigned.
American Heritage Credit Union
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