Administrative Assistant III: Facilities Management
Formal application, rating of education and experience, interview, reference checks, successful completion of a national criminal background check, successful completion of a pre-employment drug screen, and other job related tests or checks as may be required.
The job description is current as of the date signed. Any omission of specific statements does not exclude them from the position if they are similar, related, or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Support departmental activities and various teams and levels within the department in maintaining county facilities.
Promote a positive image of the Facilities Management Department by serving as an information resource.
Establish and maintain effective working relationships with clients, supervisors, County employees, elected officials, law enforcement, vendors, other agencies, and the general public, serve as a positive representative of the department.
Screen calls, answer questions, collect relevant data, ensure phone messages and communications are accurate and prioritized, referring calls to appropriate resources as needed.
Provide assistance to customers over the phone or in person.
Serve as a communications liaison between various levels of personnel by relaying instructions and information and follow commitments through to completion.
Consult and work with Foreman to review and assign work orders to staff based on workload, location and expertise, closing completed cases when complete.
Schedule, coordinate, and confirm meeting room set-up on a daily basis.
Maintain building key organization system and associated software program.
Escalate complex problems to management for their direct involvement. May troubleshoot and resolve moderate level problems within defined scope, policies and/or procedures.
Organize, procure, and maintain an accurate inventory system of department materials and supplies within budgetary guidelines and coordinate the efficient running of the office, including cleanliness and proper organization of materials and supplies.
Use accounting system to review and accurately pay departmental bills within established timeframes reconcile invoices and provide additional information as required work with vendors to provide credit for returned items.
Responsible for the preparation, verification and maintenance of payroll related records (e.g., floating holidays, compensatory time, days off, absences, birthdays, anniversaries, performance evaluation dates, step dates, and other records) on a regular and timely basis.
Accurately complete and submit payroll documentation for the Department in a timely fashion.
With guidance from management, research, prepare, monitor, and manage assigned special projects related to Facilities operations and growth, using independent and creative processes.
Administer wage, position, and employee changes for the department, maintaining records and ensuring proper documentation of changes are sent to Human Resources and Payroll departments within established timeframes.
Compose, type, and edit a variety of correspondence, reports and other material requiring judgement as to content, accuracy, and completeness.
Maintain and update records and statistics relevant to departmental operations and metrics.
Assign, coordinate, and maintain the record of pool vehicles used by employees conducting county business.
Process incoming and outgoing mail on a daily basis.
Perform a variety of support services for director and department personnel (e.g., maintain calendar, typing, filing, copying, etc.) ensuring accuracy and organization in work product.
Create flyers and other documents for departmental use.
Organize and maintain files and records of departmental activities (e.g., buildings, projects, manuals, warranties, permits, etc.) in a timely and accurate manner.
Report to the assigned worksite with regular, predictable, and consistent attendance.
Serve as a member of various committees as assigned.
MINIMUM REQUIRED QUALIFICATIONS
Education and Experience
High school diploma or GED required*.
Post-secondary education in general office practices or business preferred.
Four (4) years’ bona fide work experience in an administrative assistant or secretary position required.
Competent experience using MSWord, Excel, and PowerPoint at an intermediate level.
Must be able to type 40 net words per minute (nwpm).
Must be able to enter data at 80 net key strokes per minute (nkpm).
- Approved work experience beyond that required which provides equivalent knowledge, skills, and abilities may be considered and substituted for the stated education.
Must have and maintain throughout employment a valid Driver’s License, as well as meet eligibility requirements of “acceptable driver standards” as defined by the County.
Necessary Knowledge, Skills and Abilities
Working knowledge of and ability to use computers and Microsoft Office Suite (e.g. Excel, Word)
Working knowledge of modern office practices and procedures
Working knowledge of basic bookkeeping and accounts payable/receivable principles and techniques.
Working knowledge of, and ability to apply, current office principles and techniques
Working knowledge of proper grammar, spelling, and punctuation
Knowledge of, and ability to learn, specialized software and operating systems.
Ability to perform clerical duties accurately
Ability to effectively meet and deal with the public
Ability to understand and comply with departmental policies and procedures
Ability to work under pressure and/or frequent interruptions
Effective communication skills
Skill in and ability to perform duties with efficiency, thoroughness, accuracy, and attention to detail while managing frequent interruptions
Ability to navigate stressful situations while maintaining composure
Ability to understand and follow exacting verbal and written instructions
Ability to maintain and protect confidential and sensitive information.
Ability to prioritize work and carry out assigned projects to completion
Ability to communicate effectively, in English, both verbally and in writing
Ability to operate standard office equipment including, but not limited to, multiline phone, computer, printer, 10-key calculator, scanner, copier, fax, desktop label machine, and other tools and equipment needed to successfully perform duties