Job Details

Administrative Assistant

This position is responsible for providing administrative services to Facilities Maintenance.

Performs responsible administrative, clerical, and customer service work in support of the Facilities Maintenance Department. This position serves as the primary administrative support for the Director, Assistant Director, supervisors, and maintenance staff. Responsibilities include work order administration, purchasing support, record management, contract administration, preventive maintenance documentation, scheduling, customer service, and coordination with other city departments, vendors, and the public. The Administrative Assistant is responsible for ensuring the efficient operation of the department's administrative functions while maintaining accurate records and providing exceptional customer service.

Administrative Support

• Provides administrative support to the Director and Assistant Director.
• Prepares correspondence, reports, presentations, agendas, and meeting minutes.
• Maintains departmental files and records.
• Coordinates departmental meetings and schedules appointments.
• Answers phones, responds to emails, and assists customers.
• Greets visitors and directs them appropriately.

Work Order Administration

• Enters, updates, and tracks facility maintenance work orders in the City's maintenance management system.
• Reviews work orders for completeness and accuracy.
• Assigns work orders to supervisors as directed.
• Monitors work order status and follows up on overdue requests.
• Generates work order reports and performance metrics.

Purchasing & Financial Support

• Creates purchase requisitions and purchase orders.
• Tracks purchase orders through completion.
• Maintains vendor information.
• Processes invoices for payment.
• Reconciles purchasing documentation.
• Assists with budget tracking.
• Maintains procurement records in accordance with City policies.

Contract Administration

• Maintains service contract files.
• Tracks contract expiration dates.
• Coordinates renewals.
• Assists with bid documentation.
• Maintains contractor certificates of insurance.
• Coordinates contractor scheduling.

Preventive Maintenance Program

• Maintains preventive maintenance schedules.
• Tracks inspection completion.
• Maintains equipment inventories.
• Assists with facility condition assessments.
• Generates preventive maintenance reports.
• Maintains historical maintenance records.

Customer Service

• Serves as the primary point of contact for facility maintenance requests.
• Coordinates communication between departments and maintenance personnel.
• Provides status updates on maintenance requests.
• Resolves customer concerns or routes issues appropriately. Inventory & Asset Management.
• Maintains office supply inventory.
• Assists with maintenance supply inventory records.
• Tracks departmental assets.
• Maintains equipment files.
• Assists with annual inventories.

Records Management

• Maintains electronic and paper filing systems.
• Organizes maintenance records.
• Maintains permits and inspection records.
• Archives completed projects.
• Ensures compliance with records retention requirements.

Reporting

• Compiles monthly activity reports.
• Tracks departmental performance measures.
• Assists in preparing annual budget documents.
• Maintains statistical information.
• Prepares reports for City leadership.

Other Duties

• Assists during emergency response activities.
• Coordinates employee training records.
• Maintains departmental calendars.
• Performs other related duties as assigned.

Knowledge, Skills and Abilities

• Ability to communicate effectively in person and by telephone.
• Operate office equipment.
• Modern office practices and procedures.
• Customer service principles.
• Purchasing procedures.
• Record-keeping methods.
• Business English.
• Grammar and spelling.
• Microsoft Office Suite and Office equipment.
• Organization and time management.
• Data entry accuracy.
• Customer service.
• Written and verbal communication.
• Multi-tasking.
• Problem solving.
• Maintaining confidentiality.
• Prioritize multiple assignments.
• Work independently.

Minimum Educational and Training Requirements

Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with high school education. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to three years of progressively responsible administrative support experience. Experience using Microsoft Office (Word, Excel, Outlook, and PowerPoint). Valid driver's license preferred. Experience with purchasing and contract administration. Experience supporting a maintenance, construction, engineering, or public works organization.

Physical Requirements

The work is typically performed while intermittently sitting, standing, stooping, walking, bending, or crouching. The employee frequently lifts light and heavy objects and distinguishes between shades of color. The employee must have the ability to sit for extended periods and must be able to lift up to 25 pounds. Additionally, the following physical abilities are required:

• Balancing – maintain equilibrium to prevent falling while walking, standing, or crouching.
• Crouching – bending body forward by bending leg, spine.
• Grasping – applying pressure to object with fingers, palm.
• Handling – picking, holding, or working with whole hand.
• Hearing 1 – perceiving sounds at normal speaking levels, receive information.
• Hearing 2 – receive detailed information, make discrimination in sound.
• Kneeling – bending legs at knee to come to rest at knees.
• Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Manual Dexterity – picking, pinching, typing, working with fingers rather than hand.
• Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
• Pulling - use upper extremities to exert force, haul or tug.
• Pushing – use upper extremities to press against objects with force, or thrust forward, downward, outward.
• Reaching – extending hands or arms in any direction.
• Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Standing – for sustained periods of time.
• Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
• Talking 1- expressing ideas by spoken word.
• Talking 2 – shouting to be heard above ambient noise.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Visual Acuity 2 - color, depth perception, field of vision.
• Walking - on foot to accomplish tasks, long distances, or site to site.

The work is typically performed in an office, library, or computer room, while sometimes running errands for the department.