Administrative Support Specialist II - Facilities Maintenance G113

Job Title

Administrative Assistant

This position is responsible for providing administrative services to Facilities Maintenance.

This position serves as the primary administrative support for the Director, Assistant Director, supervisors, and maintenance staff.

Responsibilities include work order administration, purchasing support, record management, contract administration, preventive maintenance documentation, scheduling, customer service, and coordination with other city departments, vendors, and the public.

The Administrative Assistant is responsible for ensuring the efficient operation of the department's administrative functions while maintaining accurate records and providing exceptional customer service.

• Provides administrative support to the Director and Assistant Director.
• Prepares correspondence, reports, presentations, agendas, and meeting minutes.
• Maintains departmental files and records.
• Coordinates departmental meetings and schedules appointments.
• Answers phones, responds to emails, and assists customers.
• Greets visitors and directs them appropriately.

• Enters, updates, and tracks facility maintenance work orders in the City's maintenance management system.
• Reviews work orders for completeness and accuracy.
• Assigns work orders to supervisors as directed.
• Monitors work order status and follows up on overdue requests.
• Generates work order reports and performance metrics.

• Creates purchase requisitions and purchase orders.
• Tracks purchase orders through completion.
• Maintains vendor information.
• Processes invoices for payment.
• Reconciles purchasing documentation.
• Assists with budget tracking.
• Maintains procurement records in accordance with City policies.

• Maintains service contract files.
• Tracks contract expiration dates.
• Coordinates renewals.
• Assists with bid documentation.
• Maintains contractor certificates of insurance.
• Coordinates contractor scheduling.

• Maintains preventive maintenance schedules.
• Tracks inspection completion.
• Maintains equipment inventories.
• Assists with facility condition assessments.
• Generates preventive maintenance reports.
• Maintains historical maintenance records.

• Serves as the primary point of contact for facility maintenance requests.
• Coordinates communication between departments and maintenance personnel.
• Provides status updates on maintenance requests.
• Resolves customer concerns or routes issues appropriately. Inventory & Asset Management.
• Maintains office supply inventory.
• Assists with maintenance supply inventory records.
• Tracks departmental assets.
• Maintains equipment files.
• Assists with annual inventories.

• Maintains electronic and paper filing systems.
• Organizes maintenance records.
• Maintains permits and inspection records.
• Archives completed projects.
• Ensures compliance with records retention requirements.

• Compiles monthly activity reports.
• Tracks departmental performance measures.
• Assists in preparing annual budget documents.
• Maintains statistical information.
• Prepares reports for City leadership.

• Assists during emergency response activities.
• Coordinates employee training records.
• Maintains departmental calendars.
• Performs other related duties as assigned.

• Ability to communicate effectively in person and by telephone.
• Operate office equipment.
• Modern office practices and procedures.
• Customer service principles.
• Purchasing procedures.
• Record-keeping methods.
• Business English.
• Grammar and spelling.
• Microsoft Office Suite and Office equipment.
• Organization and time management.
• Data entry accuracy.
• Customer service.
• Written and verbal communication.
• Multi-tasking.
• Problem solving.
• Maintaining confidentiality.
• Prioritize multiple assignments.
• Work independently.

Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with high school education. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to three years of progressively responsible administrative support experience.

Experience using Microsoft Office (Word, Excel, Outlook, and PowerPoint). Valid driver's license preferred. Experience with purchasing and contract administration. Experience supporting a maintenance, construction, engineering, or public works organization.

The work is typically performed while intermittently sitting, standing, stooping, walking, bending, or crouching. The employee frequently lifts light and heavy objects and distinguishes between shades of color. The employee must have the ability to sit for extended periods and must be able to lift up to 25 pounds. Additionally, the following physical…