Facilities Maintenance - Administrative Assistant - Facilities Maintenance

General Description

Under general direction, to perform advanced administrative work in support of the Department Director; oversee contracts for capital projects and facilities maintenance; assist with preparation of Request for Qualifications (RFQ), Request for Proposals (RFP), and bid packets; input and assign work orders, as well as make limited policy interpretations and decisions in accordance with department standards and procedures. Assist Parks and Recreation Administration office in day-to-day operations.

May exercise technical and functional supervision over lower-level staff.

• Answer phones and provide customer service to internal clients (other City departments).
• Process incoming work order requests; perform data entry into the Work Order software and assign work orders to the appropriate facility team.
• Open, sort, and distribute mail.
• Process purchase requisitions, payment invoices, and check requests in compliance with all City policies and procedures.
• Draft, route, and process construction contracts, maintenance agreements, and professional services contracts.
• Prepare routine and special reports; maintain a comprehensive filing system of the same.
• Assemble, organize, and tabulate statistical data.
• Maintain and control files of construction and maintenance projects.
• Assist with the annual budget development.

Perform other job-related duties and responsibilities as assigned.

Administrative practices and procedures.

Principles of effective office management.
Departmental policies, functions, and procedures.
Basic accounting procedures.

• Create documents, presentations, and spreadsheets using Microsoft Office products.
• Use “cloud-based” operations software for the efficient flow of work within the department.

• Operate office and computer equipment, including basic business/office software programs including MS-Word, Excel, and Outlook.
• Perform responsible administrative work with accuracy, speed, and minimal supervision involving the use of independent judgment and personal initiative.
• Develop and maintain an efficient record keeping system.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
• Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
• Lead, manage, and perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.

For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:

Two years of experience in administrative coordination work is preferred.

A high school diploma or GED is required. Supplemental training or college-level course work in office technology, business administration or business management is preferred.

A valid Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.

• ___ Sedentary – lifting of no more than 10 pounds
• ___ Light – lifting no more than 20 pounds; carrying up to 10 pounds
• _X_ Medium – lifting no more than 50 pounds; carrying up to 25 pounds
• ___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds
• ___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds

• Codes For How Often:
  • N = No
  • E = Extensive (100 – 70% of the time)
  • M = Moderate (60 – 30% of the time)
  • I = Infrequent (20 – 10% of the time)
  • A = Almost Never (