Facilities and I.T. Administrative Assistant

Essential Job Functions

• Serves as the primary point of contact for the Facilities Department and provide frontline information and customer service assistance to the public, contractors, and City staff.
• Aid with computer workstation setup, public meeting streaming and recording, audio-visual systems operations, Wi-Fi maintenance, and the use of facility and department software applications.
• Maintain comprehensive maintenance and service calendars for Facilities, I.T., and Fleet operations.
• Perform a variety of administrative duties, including answering and directing phone calls, responding to emails, routing inquiries to appropriate staff, assisting customers, processing payments, handling incoming and outgoing mail, maintaining records and files, and providing general information.
• Aid with the administration and tracking of City technology assets, including computers, mobile devices, peripherals, software licenses, and related equipment.
• Track I.T. work orders and assist in coordinating resolutions with staff, vendors, and service providers.
• Aid with onboarding and offboarding activities, including preparing equipment, coordinating account setup requests, maintaining equipment inventories, and collecting City-owned technology assets.
• Provide basic technical support to City staff related to hardware, software, audio-visual equipment, videoconferencing platforms, printers, and mobile devices; escalate complex issues to appropriate personnel as needed.
• Cook up Facilities Department meetings, trainings, and other departmental activities as assigned.
• Aid with departmental purchasing activities, memberships, subscriptions, and training registrations as assigned.
• Prepare meeting notes, track assignments, and monitor follow-up actions resulting from Facilities Department meetings.
• Aid in the preparation of monthly reports and collect, organize, and maintain facility inspection reports and related documentation as assigned.
• Revise and maintain departmental standard operating procedures (SOPs), forms, handouts, and other department documents as assigned.
• Process and coordinate department-related Government Records Access and Management Act (GRAMA) requests.
• Aid with records management activities for the Facilities Department, including records retention, archiving, and destruction schedules in accordance with applicable laws and policies.
• Perform other related duties as assigned.

Minimum Qualifications

• Education and Experience: High School Diploma or G.E.D.; and Two (2) years of experience in administrative support, customer service, office administration, I.T. support, facilities coordination, or related duties; or An equivalent combination of education and experience sufficient to successfully perform the essential duties of the position.
• Special Qualifications: Valid Utah Class D Driver's License required.

Knowledge, Skills, and Abilities

• Knowledge of facilities, fleet, and information technology support principles, practices, and procedures;
• Knowledge of modern office practices and procedures, including grammar, spelling, punctuation, business correspondence, records management, filing systems, telephone etiquette, and standard office equipment;
• Knowledge of Microsoft Office Suite, internet applications, audio-visual equipment, video conferencing platforms, and common business software applications;
• Ability to operate, configure, and troubleshoot basic computer hardware, software applications, printers, mobile devices, and peripheral equipment;
• Ability to learn and effectively utilize departmental software systems, facility management applications, and technology platforms;
• Ability to communicate professionally and effectively, both verbally and in writing;
• Ability to work collaboratively and maintain positive working relationships in diverse work environments;
• Skill in conflict resolution and the ability to address challenges in a constructive and professional manner;
• Ability to navigate difficult conversations with tact, diplomacy, professionalism, and sound judgment;
• Ability to promote a high level of customer service and positive public relations;
• Ability to explain policies, procedures, and technical information clearly and effectively to the public, contractors, vendors, and City staff;
• Ability to establish and maintain effective working relationships with fellow employees, elected officials, contractors, vendors, and members of the public;
• Ability to work with the public and City staff in a busy and often stressful environment with a professional, positive, and customer-focused approach;
• Strong organizational skills and attention to detail;
• Ability to manage multiple projects, assignments, and competing priorities simultaneously while meeting established deadlines;
• Ability to exercise initiative, adaptability, and sound judgment in identifying and resolving routine operational, facility, and technology-related issues;
• Ability to maintain accurate records, schedules, inventories, and departmental documentation;
• Ability to identify facility, equipment, technology, or maintenance issues and communicate concerns to appropriate personnel for timely resolution;
• Ability to assist with departmental operations and provide support where needed to ensure efficient and uninterrupted service delivery.