Office Assistant

Under the general supervision of the Director of Plant Operations and t he Manager of Plant Operations, the Office Assistant is responsible for supervising various work functions/tasks of the Plant Operations Department . Provides administrative support to the Plant Operations Director, Plant Operations D epartment, and Environment of Care Committee. Strives for superior performance by consistently providing a product or service to leadership and staff that is recognized as ultimately contributing to the patient and family experience.

Recognizes and demonstrates understanding of patient and family centered care.

• Responsible for scheduling regulatory inspections for preventative maintenance, fire safety, emergency generator inspections, hazardous materials, and water treatment information.
• Responsible for all regulatory documentation for joint commission, CMS, MIOSHA, OSHA, etc.
• Manages various vendors for snowplowing, lawn care, fire system upgrades, equipment repair, etc.
• Responsible for developing schedules for maintenance staff for regular meetings.
• Responsible for vendor contracts; for service, preventative maintenance and leases.
• Responsible for updating policies and procedures.
• Responsible for existing permits and licenses. Updating elevator licenses, hospital license, heliport license, occupancy licenses, pool, etc.
• Prepares/approves bi-weekly payroll for Plant Operations and Grounds departments. Maintains time & attendance and payroll records.
• Manages coordination of employee training; safety training, infection control training, boiler training, water safety training, etc.
• Coordinates any facility or organizational wide department or office moves with appropriate departments.
• Assists Plant Operations Manager with coordinating repair work with vendors.
• Responsible for coordinating weekly event set ups and/or meeting room set ups.

• Receives and disperses all department telephone calls, distinguishing between emergency and non-emergency calls to make sure the needs of the hospital are met internally and externally.
• Approves PTO requests within the department and maintains the department schedule in when to work.
• Responsible for typing all departmental correspondence, minutes and forms.
• Responsible for coding and distributing invoices for payment, ensuring vendors are up to date on payment.
• Prepares capital requisitions.
• Responsible for certificates of medical waste renewals .
• Coordinator of the EOC committee – prepares minutes, schedules meetings, prepares yearly EOC plans to present to the board for approval, and maintains records required to be compliant.
• Active member of the Water Management team- prepares minutes, schedules meetings, prepares agendas, and makes changes to water management plan if needed.
• Assists in new employee department training/onboarding.
• Assists with the Net Facilities program in the absence of the Plant Operations Manager.
• Responsible for ensuring completion of all vetting paperwork for appropriate contractors/vendors. Sends packets to the Talent Management and Employee Health Departments for review.
• Demonstrates knowledge of, and supports, hospital mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, corporate compliance plan, customer service standards and the code of ethical behavior.
• Other duties as assigned.

• High school graduate or equivalent.
• Classes/training in typing/keyboarding, basic computer skills, grammar, etc.

• Computer and clerical experience required.
• Must be proficient in basic math skills, typing and computer knowledge.
• Five years of plant operation, and construction management experience required.

These physical requirements are not exhaustive and additional job-related physical requirements may be added on an as needed basis. Corrective devices may be used to meet physical requirements.

• Sedentary Work:
  Frequently required to stand, kneel and crouch. On a daily basis may be required to move about, sit, climb stairs and bend. Is frequently required to lift and carry up to 20 lbs. May be required to push/pull/carry items between 20-100 lbs.
• Vision:
  Requires the ability to perceive the nature of objects by the eye. Near acuity:
  Clarity of vision at 20 inches or less. Midrange Acuity:
  Clarity of vision at distances of more than 20 inches and less than 20 feet.
• Motor Coordination:
  While performing the duties of the…