Administrative Assistant- Facility Operations

What Success Looks Like In This Job

The Administrative Assistant provides comprehensive administrative, financial, and clerical support to the Facilities Management Division within the Facilities & Fleet Management Department. This position plays a key role in ensuring efficient day‑to‑day operations by delivering high‑quality customer service, processing accounts payable transactions, preparing and distributing correspondence, and maintaining accurate records across multiple databases. The Administrative Assistant serves as the department’s front‑desk receptionist, acting as a primary point of contact for County employees, vendors, and the public, and provides timely information and assistance related to Facilities Management activities.

This role works collaboratively with the Administrative Coordinator to support departmental operations, workflow coordination, and service delivery.

• Perform a broad range of administrative support functions for the Facilities Management Divisions, including filing, copying, scanning, proofreading, and document preparation in support of management and operational staff.
• Assist with general departmental administration by preparing agendas, meeting minutes, and comprehensive reports to support informed decision‑making and effective governance.
• Provide support and backup assistance to the Administrative Coordinator to ensure continuity of operations and timely completion of administrative tasks.
• Operate and maintain office equipment and systems, including computers, scanners, and printers; accurately input, retrieve, and manage data within complex electronic filing and document management systems.
• Perform administrative duties within departmental support systems to track activities, maintain records, and support Facilities Management workflows.
• Serve as a point of contact by screening office visitors and telephone calls; respond to complaints and information requests related to departmental procedures, regulations, and services.
• Receive and route mail appropriately.
• Process accounts payable documentation by scanning and coding invoices into the A/P system in accordance with established procedures and deadlines.
• Provide accurate information to internal and external customers regarding Facilities‑Management services, procedures, and schedules.
• Schedule and coordinate meetings on behalf of management, including site meetings with the public, subcontractors, outside agencies, and internal division staff.
• Maintain department calendars and coordinate meetings.
• Coordinate requests for office equipment maintenance and repairs to ensure uninterrupted departmental operations.
• Provide dedicated administrative support to the Department Director, with a focus on confidentiality, organization, and proactive communication.
• Perform other related duties as assigned to support departmental goals and operational needs.

None.

• General understanding of Facilities Management with an emphasis on administrative processes and operations.
• Proficiency in English usage, spelling, grammar, and punctuation, with the ability to communicate clearly and concisely, both orally and in writing.
• Knowledge of modern office procedures, practices, and proper telephone etiquette.
• Skilled in the use of modern office equipment, including computers, printers, scanners, and other related devices.
• Proficient with computer software applications, including word processing, spreadsheets, database management, and other relevant programs.
• Knowledge of record‑keeping and filing techniques to maintain accurate and organized documentation.
• Ability to learn and apply the functions, structure, and policies of the County and the assigned office.
• Understanding of the organization and operations of the County and relevant external agencies to effectively perform assigned responsibilities.
• Ability to interpret and apply administrative and departmental policies, procedures, laws, and regulations.
• Respond effectively to inquiries from County personnel and the public regarding policies, procedures, and services.
• Demonstrated ability to work cooperatively with other…