Maintenance Admin Assistant

About the role

Nature of Position: Located in the Maintenance department, this position performs a variety of routine clerical and/or office administrative assignments that require comprehensive knowledge of organizational activities, operations, methods, and business office processes.

Responsibilities

• Provide varied, complex, responsible, and confidential assistance to the Director of Facilities & Capital Projects, Sr. Manager of Fleet Maintenance and other managers within the Maintenance department.
• Supports Maintenance travel management program.
• Supports project management support and coordination for various technology improvement and Maintenance goals and initiatives; track and report status of project schedule, milestones, and deliverables; execute project management tasks and activities; interface with internal and external parties.
• Be responsible for maintaining and updating content for the Maintenance department on the agency intranet leveraging SharePoint.
• Type a variety of documents including memoranda, reports, resolutions, computer entries, technical specifications, meeting minutes, and other written materials or documentation; review finished material for completeness and accuracy; photocopy and assemble materials.
• Aid visitors and callers by answering questions or referring them to the appropriate source of information; distribute and assist in the completion of forms.
• Maintain and update office filing systems; prepare new file folders, perform filing and file retrieval duties; purge outdated information and materials based on Agency guidelines.
• Receive, sort, and distribute office mail, reports, and other materials; process outgoing mail and prepare mailings and make deliveries.
• Code, enter and retrieve data and information in computer-based information systems; compile and run standard reports.
• Proof word processing documents and computer entries for accuracy and correct grammar, spelling, and usage; review finished material for completeness and accuracy; photocopy and assemble materials.
• Maintain logs or records of work unit activities and prepare reports and summaries.
• Maintain office equipment including contacting service and repair personnel.
• Operate a variety of office equipment, such as computer, calculator, telephone, fax machine, photocopier, etc.
• May assist in training new or temporary personnel.
• Provide backup administrative coverage for absent administrative staff.
• May receive and record payments and issue receipts.
• Schedule meetings, contact participants, and arrange meeting facilities, equipment, and the preparation of meeting materials.
• Work with and maintain confidential information.
• Maintain accurate timekeeping records for employee hours.
• Demonstrate regular and punctual attendance.
• Other duties as assigned.

Qualifications

• Minimum Qualifications: Associate degree in Business Administration or related field from an accredited institution, and three years of progressively responsible administrative experience providing office and administrative support to management or executive staff; or an equivalent combination of education and experience.
• Preferred Qualifications: Bachelor’s Degree in Business Office Technology from an accredited institution or a closely related field.