Facilities Maintenance - Administrative Assistant - Facilities Maintenance

General Description

Under general direction, performs advanced administrative work in support of the Department Director. Oversees contracts for capital projects and facilities maintenance and assists with the preparation of Request for Qualifications (RFQ), Request for Proposals (RFP), and bid packets. Processes and assigns work orders and provides administrative coordination for facility maintenance activities. Performs work requiring independent judgment and makes limited policy interpretations and decisions in accordance with department standards and procedures.

Under general direction, performs advanced administrative work in support of the Department Director. Oversees contracts for capital projects and facilities maintenance and assists with the preparation of Request for Qualifications (RFQ), Request for Proposals (RFP), and bid packets. Processes and assigns work orders and provides administrative coordination for facility maintenance activities. Performs work requiring independent judgment and makes limited policy interpretations and decisions in accordance with department standards and procedures.

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.

• 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…