Job Title:   Part Time Security Admin Asst
08 / 29 / 2013
Westfield Center

JOB SUMMARY: Performs diversified and confidential office support work.  Possesses clerical skills and knowledge of office practices, procedures, and documentation.  Performs daily delivery of administrative support services as assigned.  Responsible for the administrative functions, including appropriate records management, of the Safety, Security, and Compliance Department.  Responsible for all aspects of programming for security, access control, key control, fire alarm and photo badging systems. 

A.  ESSENTIAL FUNCTIONS (Listed in order of importance, frequency or sequence, 1=most important/frequent, etc.). NOTE:  Indicate non-essential accountabilities with an asterisk*.  All other functions are “absolutely necessary for this job”.

1. Applies and maintains current working knowledge of SSC company policies/procedures to complete work assignments.
2. Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc.  Proofreads copy for spelling, grammar, and layout.
3. Performs general research functions for the department and prepares supporting documentation, reports, etc.
4. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.  Screens and directs telephone calls and visitors, and resolves routine inquiries.
5. Utilizes standard office equipment including personal computers and appropriate software packages, access control equipment, copies, fax machines, credential producing equipment, and telephone.
6. Serves as liaison with various departments within the company to ensure the smooth operation of the SSC Leaders agenda.
7. Works independently and part of a team on special ongoing projects, and identified assignments.
8. Anticipates and prepares materials needed to schedule and maintain calendar(s) of appointments and conference rooms, plan meetings and travel itineraries, and coordinate related arrangements.
9. Support for programming the security, access control, fire alarm and photo badging systems at corporate facilities.  Supports making appropriate changes for arm/disarm times and access changes.  Ensures access cards are voided as necessary.  Ensures photo ID’s are taken for all employees and consultants.
10. Handles incoming customer requests for service or assistance.  Reviews all shift logs and determines appropriate information for manager’s review.  Maintains effective communications with Security Officers to ensure timely and accurate flow of information.
11. Supports DSX training for new security officers.
12. Performs administrative functions to support all the corporate safety and security initiatives, such as the company’s parking permit program, the company’s lost and found, inventory of supplies and equipment, and maintaining documentation and files for the department, including confidential incident/injury reports, phone logs, shift logs, and committee meeting minutes.   Maintains restraining orders or other confidential documentation.
13. Maintains budget records for SSC Leaders review and quarterly approval.
14. Performs other duties as assigned.

High school diploma, General Education Diploma (GED) and three (3) or more years of secretarial/administrative experience.
Personal computer skills; experience with and spreadsheet software packages, telephone. Keep “word processing.”
Good oral, written and interpersonal communication skills
Excellent phone, customer service and time management skills.
Demonstrated ability to maintain confidentiality of sensitive information

Ability to operate various types of computer equipment and software programs
Ability to communicate using a telephone
Ability to support and respond to life safety emergencies
Ability to provide clerical support to the Emergency Management/Preparedness program
Ability to support the employee safety committee program.
Must have a valid driver’s license, a driving record that meets Company standards, and the ability to travel.
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Member companies of the Westfield Group are Equal Opportunity Employers (M/F/Disabled/Protected Veteran).