Administrative Assistant - Operations & Maintenance

About the role

The Administrative Assistant – O&M provides comprehensive, confidential administrative support to the Director of Operations and Maintenance and overall office management support to the Operations and Maintenance staff.

Responsibilities

• Perform standard office duties: distribute mail, prepare outgoing mail, word processing, filing, photocopying, faxing, and answer phones; greet visitors upon arrival
• Schedule meetings, update the Director’s calendar, and alert Security with visitor information; send reminders for upcoming meetings, classes, workshops, and seminars; post meeting dates and times
• Format, prepare, organize, and preserve data, correspondence, reports, and presentations daily, weekly, and monthly
• Coordinate department’s safety-related meetings
• Process purchase requests, invoices, and vendor correspondence for office products, equipment, and services
• Provide administrative assistance to the Executive Director as needed
• Ensure compliance with organizational policies, confidentiality standards, and data protection guidelines
• Perform data management including scanning, emailing, and electronic filing of documents; create and maintain file systems for document retention
• Assemble documents for submission to regulatory agencies
• Coordinate, prepare, register, and process payment for employee paperwork for class/workshop/membership enrollments and boiler certificate updates
• Process and distribute information, mail, publications, and invoices; verify dates, required signatures, scan, copy, and file invoices
• Post advertisements, bid sheets for employee positions, and miscellaneous notices on the employee message board
• Provide assistance with Community Awareness Campaigns, including promotion and participation in community campaigns, projects, and special events
• Perform payroll functions: collect Operations and Maintenance time sheets, verify signatures, obtain Director’s signature, and deliver time sheets to Accounting
• Communicate via email, phone, and union time slot the status of employee registrations for meetings, applications, memberships, and required payments
• Perform other job-related duties as assigned

Knowledge / Abilities

• Extensive knowledge of computer skills including Microsoft Office 365, Adobe Acrobat, etc.
• Strong English composition skills including grammar, punctuation, and spelling
• Proficiency with office equipment usage and troubleshooting, including copy machines, scanners, laminators, and e-fax
• Experience with electronic filing systems and document management systems
• Working knowledge of the Authority’s union contracts
• Ability to perform administrative activities such as maintaining information files and processing paperwork
• Skill in organizing, planning, and prioritizing work to accomplish goals
• Ability to communicate effectively with supervisors, peers, or subordinates by telephone, in writing, email, or in person
• Skill in establishing and maintaining constructive, cooperative working relationships over time
• Ability to obtain information from relevant sources
• Proficiency in documenting and recording information in written or electronic form
• Commitment to keeping up-to-date technically and applying new knowledge to the job
• Ability to schedule events, programs, and activities, as well as the work of others
• Minimum typing speed of fifty (50) words per minute adjusted speed (Typing Speed – Errors = Adjusted Speed)
• Professional conduct while handling confidential information

Requirements

• Associate’s Degree in Business or a related field
• Five years of administrative experience
• Must pass a typing test of 50 words per minute accuracy