Administrative Assist III-Maintenance Support

Job Summary

Under the direction of the Plant Manager, the Administrative Assistant III – Maintenance Support performs administrative and technical assistance to support unit operations. Responsibilities include record keeping, procurement, communication, facility repairs coordination, data management, and participation in disaster response and continuity of operations.

• Maintain accurate, up-to-date internal record‑keeping systems; manage confidential documents.
• Purchase equipment and parts for shops, ensuring compliance with procurement policies.
• Act as primary liaison with the public, internal departments, government entities, and external organizations.
• Organize and coordinate meetings, conferences, and seminars; schedule appointments; prepare agendas.
• Enter and close work orders in the Computer‑Aided Facility Management (CAFM) system as requested.
• Serve as Data Coordinator for Plant Maintenance, managing data, troubleshooting mechanical issues, and supporting users.
• Coordinate office and facility repairs through vendors or maintenance personnel; enter repairs in CAFM and track completion.
• Communicate with staff to update contact lists and maintain current AUA certification status.
• Perform other duties as assigned, including participation in disaster response/COOP activation.

• Attend work on a regular basis; work specific shift schedules, overtime, or rotating shifts as required.
• Maintain internal records and documentation while ensuring adherence to policies and procedures.
• Manage daily mail and certified mail, obtaining signatures and following proper mailing processes.
• Update contact lists, ensuring phone numbers and addresses are current; maintain staff shop phone list.
• Coordinate repairs, enter work orders, and report elevator issues for dispatch.
• Analyze documentation and data to support technical operations and efficient administrative processes.
• Prepare and distribute official correspondence, analytical reports, and research studies with accuracy.
• Ensure accuracy of maintenance records and streamline communication across departments.
• Procure equipment and parts in compliance with procurement policies; reconcile invoices.
• Manage data security and confidentiality; perform regular backups.
• Maintain current AUA certification for staff; provide guidance for completion.

• Knowledge of office practices and administrative procedures.
• Proficiency in business English, spelling, grammar, and Microsoft Office products.
• Knowledge of state travel policy, record‑keeping, filing systems, and HIPAA laws.
• Strong written and verbal communication, proofreading, editing, and time‑keeping abilities.
• Ability to implement and evaluate administrative procedures; interpret policies.
• Independent and team orientation; ability to manage multiple projects and meet timelines.
• Skill in preparing correspondence, forms, and requisitions.
• Ability to communicate effectively and maintain confidentiality.

• Minimum of 2 years’ experience in a professional support role.

• Applicants must pass a fingerprint criminal background check, pre‑employment drug screen, and regulatory registry checks (CANRS, Nurse Aid, etc.).
• Males aged 18‑25 must be registered with the Selective Service.
• Applicants must be at least 18 years old (with specific age requirements for certain programs).
• Compliance with immunization policy is required; influenza vaccination or mask protocol as applicable.