Support Services Admin Assistant

Be Part of the Team Behind the Response Support the fleet, facilities, and resources that help emergency responders serve our community.

Behind every emergency response is a team of professionals who ensure critical resources are available and ready for service. As the Support Services Administrative Assistant, you'll play an important role in supporting the District's Fleet and Facilities operations through purchasing, inventory management, records administration, and vendor coordination. Your work will help ensure the vehicles, equipment, and facilities that support emergency services remain organized, operational, and ready when needed.

Position Summary:

The Support Services Administrative Assistant provides comprehensive administrative, technical, and operational support to the Support Services Division. The position supports the day-to-day administrative functions of Fleet and Facilities operations, including work order coordination, purchasing and invoice processing, records management, data entry, vendor communication, reporting, and general administrative  addition to shared Support Services responsibilities, the position provides specialized administrative support to Fleet Services through parts procurement, inventory management, receiving and distribution of parts and supplies, maintenance of inventory records, and coordination of related documentation, tracking systems, and vendor interactions.

The position helps ensure the efficient operation of Fleet Services by maintaining accurate records, supporting purchasing and inventory processes, and facilitating timely availability of parts, equipment, and services necessary to support district operations.

Primary Duties and Responsibilities:

The following duties are an overview of the primary duties and responsibilities of the Support Services Administrative Assistant and should not be considered an all-inclusive list.

Administrative and Operational Support Demonstrate knowledge of and adherence to district policies, procedures, rules, and guidelines applicable to the Support Services Division and district operations, including those contained in the Member Handbook and Standard Operating Guidelines.

Receive, prioritize, track, and coordinate Fleet and Facilities service and repair requests; create, update, and maintain work orders within applicable software systems.

Review completed work orders for accuracy and completeness, including verification of labor, parts, notes, and supporting documentation prior to closure; compile and distribute work order reports as requested.

Provide administrative support for Support Services Division projects and initiatives, including research, coordination, documentation, tracking, and report preparation.

Perform general administrative duties in support of Fleet and Facilities operations, including document management, recordkeeping, data entry, filing, scanning, copying, correspondence preparation, scheduling, mailing, shipping, and report generation.

Fleet Administration and Inventory Management Receive, review, and enter vehicle fuel usage information into fleet maintenance management systems; generate preventative maintenance reports and notify Fleet personnel of scheduled maintenance requirements; follow up with personnel regarding missing or inaccurate fuel usage records.

Research products, equipment, materials, and services; obtain quotes; coordinate vendor services; place approved orders; and communicate with vendors to support Fleet and Facilities operations.

Procure vehicle, apparatus, equipment, and maintenance-related parts for Fleet operations by researching products, coordinating with approved vendors, tracking orders, and resolving backorders, substitutions, discrepancies, or delivery issues.

Receive Fleet parts, supplies, and equipment; verify shipments against purchase orders and packing documentation; identify and resolve discrepancies; and accurately process receipts within applicable inventory, purchasing, and maintenance management systems.

Maintain Fleet inventory records by entering and updating inventory data, monitoring stock levels and reorder points, assisting with physical inventories, and identifying inventory requiring replenishment.

Coordinate the organization and administrative control of Fleet inventory to support inventory accuracy, parts availability, and efficient maintenance operations.

Purchasing, Financial, and Budget Support Process invoices, receipts, purchase orders, credit card transactions, and…