Facilities & I.T. Administrative Assistant Job Millcreek area,Utah USA,Administrative/Clerical

Under the direction of the Facilities Director, the Facilities & I.T. Administrative Assistant provides administrative, clerical, and technical support to facilitate the efficient operation and coordination of the City’s Facilities Department, including I.T. and Fleet functions.

Competitive Benefits Package

Responsibilities

This position has no supervisory responsibilities.

Serves as the primary point of contact for the Facilities Department and provides frontline information and customer service assistance to the public, contractors, and City staff.

Assists with computer workstation setup, public meeting streaming and recording, audio‑visual systems operations, Wi‑Fi maintenance, and the use of facility and department software applications.

Maintains comprehensive maintenance and service calendars for Facilities, I.T., and Fleet operations.

Performs a variety of administrative duties, including answering and directing phone calls, responding to emails, routing inquiries to appropriate staff, assisting customers, processing payments, handling incoming and outgoing mail, maintaining records and files, and providing general information.

Assists with the administration and tracking of City technology assets, including computers, mobile devices, peripherals, software licenses, and related equipment.

Tracks I.T. work orders and assists in coordinating resolutions with staff, vendors, and service providers.

Assists with onboarding and offboarding activities, including preparing equipment, coordinating account setup requests, maintaining equipment inventories, and collecting City‑owned technology assets.

Provides basic technical support to City staff related to hardware, software, audio‑visual equipment, videoconferencing platforms, printers, and mobile devices; escalates complex issues to appropriate personnel as needed.

Coordinates and schedules Facilities Department meetings, trainings, and other departmental activities as assigned.

Assists with departmental purchasing activities, memberships, subscriptions, and training registrations as assigned.

Prepares meeting notes, tracks assignments, and monitors follow‑up actions resulting from Facilities Department meetings.

Assists in the preparation of monthly reports and collects, organizes, and maintains facility inspection reports and related documentation as assigned.

Revises and maintains departmental standard operating procedures (SOPs), forms, handouts, and other department documents as assigned.

Processes and coordinates department‑related Government Records Access and Management Act (GRAMA) requests.

Assists with records management activities for the Facilities Department, including records retention, archiving, and destruction schedules in accordance with applicable laws and policies.

Performs other related duties as assigned.

Qualifications

Minimum Qualifications:

Education and Experience:

a. High School Diploma or G.E.D.; and
b. Two (2) years of experience in administrative support, customer service, office administration, I.T. support, facilities coordination, or related duties; or
c. An equivalent combination of education and experience sufficient to successfully perform the essential duties of the position.

Special

Qualifications:

a. Valid Utah Class D Driver’s License required.

Knowledge, Skills, and Abilities:

a. Knowledge of facilities, fleet, and information technology support principles, practices, and procedures;
b. Knowledge of modern office practices and procedures, including grammar, spelling, punctuation, business correspondence, records management, filing systems, telephone etiquette, and standard office equipment;
c. Knowledge of Microsoft Office Suite, internet applications, audio‑visual equipment, video‑conferencing platforms, and common business software applications;
d. Ability to operate, configure, and troubleshoot basic computer hardware, software applications, printers, mobile devices, and peripheral equipment;
e. Ability to learn and effectively utilize departmental software systems, facility management applications, and technology platforms;
f. Ability to communicate professionally and effectively, both verbally and in writing;
g. Ability to work…