MAINTENANCE - Administrative Assistant

Overview

Under general supervision, performs service, administrative, technical and clerical support for the Maintenance operations. Assist management and co-workers. Receives inquiries and aids the general public. Receives, reviews, prepares and/or submits a variety of documents such as department records, documentation for construction and maintenance projects, contracts, purchase orders, logs, inventory lists, routine reports, official documents, schedules, civil papers, etc.

• Assists Department Head and other staff by performing a variety of complex and routine administrative duties, which may include but are not limited to composing reports and correspondence, researching and compiling data, maintaining inventory of office supplies and equipment, scheduling meetings, maintaining computer record keeping operations, assisting in budget operations, establishing and maintaining filing systems, etc.
• Provides technical and administrative support for all phases of comprehensive implementation of Capital and Major construction and maintenance projects including but not limited to: preparing and tracking documentation from project initiation through close-outs for large, complex facilities planning, design and construction process; compiling and preparing documentation for construction projects such as contracts, purchase orders, pay request, project insurance, bonds, Notice of Award, warranties, owner’s operation and maintenance manuals, etc.;
  
  monitoring insurance compliance with construction as required.
• Drafts, edits, copies, files, mails and routes correspondence (i.e.
  
  -memos, reports, agreements, amendments, specifications, addenda, certificates, submittals, RFI’s, FRQ’s, consultant payments, bid documents, close-out forms, etc.) to ensure the daily operations of maintenance and construction. Schedules and prepares materials needed by Department Head or supervisor for conferences, meetings, correspondence, etc.
• May assist in instructing; training; assigning and reviewing work; maintaining standards; coordinating activities; maintaining records; etc. of other clerical personnel members in department.
• Coordinates with other agencies or staff members regarding payments, expenditures, reimbursements, etc.
• Receives, reviews, prepares and/or submits a variety of documents such as employee records, inventory lists, logs, routine reports, applications, travel forms, billing invoices, purchase requisitions, performance appraisals, spreadsheets, budget documents, expenditure reports, schedules, work orders, etc.
• Operates and oversees the maintenance a variety of equipment including but not limited to computer, printer, copier, typewriter, fax machine, telephone, two-way radio, audio-visual equipment, tape recorder, calculator, etc.
• Interacts and communicates with departmental supervisors and employees, County department heads and employees, subordinates, sales representatives, County officials, government agencies, the general public, etc.
• Reviews e-mails for department executives and updates them on content and required action while maintaining organization and confidential information.
• Functions as initial contact with customers both in person and by phone. Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate staff. Performs customer service/public service duty as required.
• Assists co-workers in any areas necessary.
• Performs other related duties as required.

Requires knowledge of procedures, policies, protocols, methods, materials and equipment used in the maintenance department as they pertain to the specific duties and responsibilities of this position. Has considerable knowledge of the functions and interrelationships of County and other governmental agencies. Has comprehensive knowledge of the computer and other technical terminology used within the department. Is able to offer assistance and training to fellow employees as needed.

Has the ability to learn and utilize new skills and information to improve job performance and efficiency.

• Requires associates degree in secretarial science, administrative management or related field supplemented by one year of general office/clerical office experience; or three (3) to five (5) years of any equivalent combination of training, experience, knowledge and abilities.
• Must be computer literate and have extensive experience with office software packages