Administrative Assistant

Administrative Assistant

Highly motivated, flexible associate, must be able to act in multiple capacities with minimal direction. Must have a strong communication skillset, and be able to carry out coordination of staff activities with other department needs.

Essential Qualifications, Duties, and Responsibilities

To perform this job successfully, an individual must be able to have the qualifications needed perform the duties and responsibilities satisfactorily listed below. The requirements listed below are representative of the knowledge, skill, and / or ability required. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provide direct administration support for the Facilities & Maintenance Division.
• Liaison between Director of Maintenance and other departments when necessary. Receive associate, vendor, contractor, guest calls when / if necessary, and in absence of the Director of Maintenance.
• Assist Director of facilities & Maintenance or the division's Management with scheduling and any other special projects as needed. Research information when necessary.
• Procurement support for the Facilities & Maintenance Division. Position assists heavily on sourcing, ordering, processing, and preparing supplies, parts, and equipment requested by the management team. Understand coding and its relationship to budget. Conduct preparation of the transactions for Accounts Payable possessing. (60%-70% of the work utilization load) Authorization of transactions must be given by the Director or Assistant Director prior to purchasing.
• Purchase Order Management- Utilization of data entry skillset into the Document Management Software. Position assists heavily on sourcing, costs, and ordering. (60%-70% of the work utilization load). Manage and Maintain Division's Purchase Order Log on the divisions shared drive.
• Accounting Financials and Budgets - Assist with preliminary monthly re-classes, accruals, and overspends of the division. Maintain annual / monthly Budget Binder for the Division.
• Communicate with the Facilities & Maintenance Division staff on event schedules and requested details.
• Service and Contractor Scheduling (Planned and On Demand) - Assist the departments in planned maintenance scheduling and on-demand contractor service calls throughout the Divisions responsibility area; not limited to Waste Water Treatment Plant-Annual calibrations, various testing, and preventive maintenance. Various, Waste Providers, Grease Traps, Hood Cleaning, Pest Control, Property Check Valve Backflow Testing, Georgia Power Lamp Outages, Locks- Back up Key cabinet for property, ordering key blanks, duplication requests.
• Typing - forms and correspondence
• Filing Systems- hard and e-files keeping them maintained, streamlined and updated.
• SDS Binders- Ensure the division's binders are cataloged and frequently updated to OSHA Standards.
• Typing forms and correspondence within and external to the organization.
• Government Agencies Interactions - assist with scheduling of annual State and Local Agencies Representatives. Ensure testing, calibrations, permitting, reporting, and licensing, and reporting, WWTP, Maintenance

Education and / or Experience

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Must have a proficient ability to write routine reports and correspondence. Must have the ability to speak effectively before groups of customers and associates of the organization. Bi-Lingual is a plus English and Spanish.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized and fluid situations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and / or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to wet and / or humid conditions, moving mechanical parts, fumes or airborne particles, and vibration. The noise level in the work environment is usually moderate.