Administrative Assistant IV- Property Management

City of Fort Wayne•Fort Wayne, IN

4d•$22 - $31•Onsite

About The Position

The City of Fort Wayne's Property Management Department is looking for an Administrative Assistant to support the day-to-day operations of Citizens Square, the Public Safety Academy, and other City facilities. This role provides administrative and operational support for the Property Management Department, handling tasks such as managing work orders, building access, purchasing supplies, and processing financial documents to ensure facilities and the department run smoothly.

Requirements

Three years of progressively responsible clerical or administrative experience.
Knowledge of standard office procedures and practices.
General accounting knowledge and the ability to perform basic mathematical and financial functions.
Strong organizational skills with attention to detail and accuracy.
Ability to manage multiple responsibilities and work independently.
Strong written and verbal communication skills.
Ability to establish and maintain effective working relationships with employees, vendors, other government agencies, and the public.
A valid Indiana Driver's License is required if operating a City vehicle.

Nice To Haves

General knowledge of property or facility management, including construction, preventive maintenance, safety, ADA requirements, environmental regulations, space needs, or building automation systems.
General understanding of construction plans, contracts, and related documents.
Proficiency with Microsoft Office and the ability to learn new software applications.
Experience supporting purchasing, work-order, facility, or building-access systems.

Responsibilities

Receive and direct incoming calls, mail, correspondence, and general inquiries.
Create, dispatch, process, and track departmental work orders.
Prepare payment vouchers, requisitions, and other purchasing documentation.
Purchase housekeeping and maintenance supplies for Citizens Square and the Public Safety Academy.
Create and update card reader fobs and employee identification cards.
Prepare correspondence, reports, memoranda, and other departmental documents.
Maintain accurate files, records, spreadsheets, databases, and tracking systems.
Communicate and coordinate with City departments, vendors, contractors, and other stakeholders.
Provide administrative support for construction, maintenance, and other Property Management projects.
Use Microsoft Office and other technology systems to support daily departmental operations.
Handle confidential information with professionalism and discretion.