Facilities Maintenance - Administrative Assistant - Facilities Maintenance

Under general direction, performs advanced administrative work in support of the Department Director. Oversees contracts for capital projects and facilities maintenance and assists with the preparation of Request for Qualifications (RFQ), Request for Proposals (RFP), and bid packets. Processes and assigns work orders and provides administrative coordination for facility maintenance activities. Performs work requiring independent judgment and makes limited policy interpretations and decisions in accordance with department standards and procedures.

SUPERVISION EXERCISED

May exercise technical and functional supervision over lower-level staff.

Important And Essential Duties

Answer phones and provide customer service to internal clients (other City departments).

Process incoming work order requests; perform data entry into the Work Order software and assign work orders to the appropriate facility team.

Open, sort, and distribute mail.

Process purchase requisitions, payment invoices, and check requests in compliance with all City policies and procedures.

Draft, route, and process construction contracts, maintenance agreements, and professional services contracts.

Prepare routine and special reports; maintain a comprehensive filing system of the same.

Assemble, organize, and tabulate statistical data.

Maintain and control files of construction and maintenance projects.

Assist with the annual budget development.

Other Job Related Duties

Perform other job related duties and responsibilities as assigned.

Knowledge Of

KNOWLEDGE, SKILLS, AND ABILITIES

Administrative practices and procedures.

Principles of effective office management.

Departmental policies, functions and procedures.

Basic accounting procedures.

Skill To

Create documents, presentations, and spreadsheets using Microsoft Office products.

Use “cloud-based” operations software for the efficient flow of work within the department.

Ability To

Operate office and computer equipment, including basic business/office software programs including MS-Word, Excel and Outlook.

Perform responsible administrative work with accuracy, speed, and minimal supervision involving the use of independent judgment and personal initiative.

Develop and maintain an efficient record keeping system

Communicate clearly and concisely, both orally and in writing

Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.

Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.

Lead, manage, and perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.

Experience And Training Guidelines

For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:

Experience

Two years of experience in administrative coordination work is preferred.

Education/Training

A high school diploma or GED is required.

Supplemental training or college level course work in office technology, business administration or business management is preferred.

License Or Certificate

A valid Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.

Special Requirements

Essential duties require the following physical skills and work environment:

­­___ Sedentary – lifting of no more than 10 pounds

___ Light – lifting no more than 20 pounds; carrying up to 10 pounds

_X_ Medium – lifting no more than 50 pounds; carrying up to 25 pounds

___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds

___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds

Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:

Codes For How Often

N = No

E = Extensive (100 – 70% of the time)

M = Moderate (60 – 30% of the time)

I = Infrequent (20 – 10% of the time)

A = Almost Never (<10% of the time)

Code / Task

_I_ Standing

_E_ Sitting

_I_ Walking

_I_ Lifting

_I_ Carrying

_I_ Pushing/Pulling

_A_ Overhead Work

_M_ Fine Dexterity

_I_ Kneeling

_I_ Crouching

_A_ Crawling

_I_ Bending

_M_ Twisting

_A_ Climbing

_I_ Balancing

_E_ Vision

_E_ Hearing

_M_ Talking

___ Other: _____________________