Administrative Support Specialist II - Facilities Maintenance G113

Major Duties and Responsibilities

• Provides administrative services to Facilities Maintenance.
• Serves as the primary administrative support for the Director, Assistant Director, supervisors, and maintenance staff.
• Enters, updates, and tracks facility maintenance work orders in the City's maintenance management system.
• Reviews work orders for completeness and accuracy.
• Schedules and coordinates departmental meetings.
• Answers phones, responds to emails, and assists customers.
• Greets visitors and directs them appropriately.
• Creates purchase requisitions and purchase orders.
• Tracks purchase orders through completion.
• Maintains vendor information.
• Processes invoices for payment.
• Maintains procurement records in accordance with City policies.
• Maintains service contract files.
• Coordinates contract renewals.
• Maintains contractor certificates of insurance.
• Coordinates contractor scheduling.
• Maintains preventive maintenance schedules.
• Tracks inspection completion.
• Maintains equipment inventories.
• Assists with facility condition assessments.
• Generates preventive maintenance reports.
• Maintains historical maintenance records.
• Serves as the primary point of contact for facility maintenance requests.
• Coordinates communication between departments and maintenance personnel.
• Provides status updates on maintenance requests.
• Resolves customer concerns or routes issues appropriately.
• Maintains office supply inventory.
• Maintains maintenance supply inventory records.
• Tracks departmental assets.
• Assists with annual inventories.
• Records management.
• Compiles monthly activity reports.
• Tracks departmental performance measures.
• Assists in preparing annual budget documents.
• Maintains statistical information.
• Prepares reports for City leadership.
• Affords assistance during emergency response activities.
• Coordinates employee training records.
• Maintains departmental calendars.
• Performs other related duties as assigned.

Knowledge, Skills And Abilities

• Communicate effectively in person and by telephone.
• Operate office equipment.
• Modern office practices and procedures.
• Customer service principles.
• Purchasing procedures.
• Record-keeping methods.
• Business English.
• Grammar and spelling.
• Microsoft Office Suite and Office equipment.
• Organization and time management.
• Data entry accuracy.
• Customer service.
• Written and verbal communication.
• Multi-tasking.
• Problem solving.
• Maintain confidentiality.
• Prioritize multiple assignments.
• Work independently.

Minimum Educational And Training Requirements

• Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to three years of progressively responsible administrative support experience.
• Experience using Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Valid driver's license preferred.
• Experience with purchasing and contract administration.
• Experience supporting a maintenance, construction, engineering, or public works organization.

Physical Requirements

• Required The work is typically performed while intermittently sitting, standing, stooping, walking, bending, or crouching.
• The employee frequently lifts light and heavy objects and distinguishes between shades of color.
• The employee must have the ability to sit for extended periods and must be able to lift up to 25 pounds.
• Additionally, the following physical abilities are required:
• Balancing – maintain equilibrium to prevent falling while walking, standing, or crouching.
• Crouching – bending body forward by bending leg, spine.
• Grasping – applying pressure to object with fingers, palm.
• Handling – picking, holding, or working with whole hand.
• Hearing 1 – perceive sounds at normal speaking levels, receive information.
• Hearing 2 – receive detailed information, make discrimination in sound.
• Kneeling – bending legs at knee to come to rest at knees.
• Lifting – raise objects from lower to higher position, move objects side to side, use upper extremities, back.
• Manual Dexterity – pick, pinch, type, work with fingers rather than hand.
• Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
• Pulling – use upper extremities to exert force, haul or tug.
• Pushing – use upper extremities to press against objects with force, or thrust forward, downward, outward.
• Reaching – extend hands or arms in any direction.
• Speaking – express ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Talking 1 – express ideas by spoken word.
• Talking 2 – shout to be heard above ambient noise.
• Walking - on foot to accomplish tasks, long distances, or site to site.

Benefits

• Low-cost Medical Insurance
• Prescription Drug Plan
• Dental Plan
• Vision Plan
• Flexible Spending Accounts
• Life Insurance
• Supplemental Life Insurance
• Long Term Disability
• Credit Union Direct Deposit
• 12 Paid Holidays
• Vacation Leave
• Sick Leave
• PERK Time Off
• Retirement Plan
• Supplemental Retirement Plan
• Free and Discounted Services
• Employee Assistance Program

Take Advantage Of These Free And Discounted City Services Offered To All City Employees

• Discounted Movie Tickets
• Free Notary Services
• Ride a Metra Bus for Free
• Free Mulch
• Free Fire/Safety Home Inspection
• Driver's Training for Employee Dependents
• Oxbow/Bull Creek Golf Course discounts
• River Center Discounts
• Cell Phone Carrier Discounts

Required Question

• 01 Which best describes your level of education? (You will be asked to provide documentation)
• 02 Do you possess a valid driver's license?
• 03 What computer software programs are you proficient in using?
• 04 If you answered "Other" to the above question , please type in computer software program(s)you are proficient in using.
• 05 How many years of clerical and/or administrative experience do you have?
• 06 Please list and explain any on-the-job or formal customer service training you have.
• 07 Please list and explain any work experience you have in operating standard office equipment including phone, fax and computer.