CONSTRUCTION AND FACILITY MAINTENANCE ADMINISTRATIVE ASSISTANT 3

Arizona Department of Administration • Phoenix, AZ

5d • $0 - $22 • Onsite

About The Position

The Administrative Assistant III assists the Construction and Facility Maintenance Office (CFMO) Physical Plant Supervisor II in providing quality customer service for Arizona Army National Guard (AZ ARNG) facilities by maintaining a highly responsive, Facility maintenance help desk, service request database and ensure strict adherence to established procedures for opening, assigning and closing maintenance service orders. This position is responsible for generating routine and specialized reports for leadership analysis, production prioritization, process improvement and trending. Actively participates in promoting a continuous improvement workplace culture, through the use of teamwork, root cause problem solving, standard operating procedures, and review of performance metrics.

Requirements

• Office computer software including databases and some programming
• Common facility systems, roads, grounds, infrastructure
• Routine maintenance and repair, construction methods
• Safe work methods and proper equipment
• Operating procedures, capabilities, and maintenance processes
• Local, state, and federal laws related to the program area
• Public administration techniques
• Statistical analysis processes
• Budget processes
• Research techniques
• Training and teaching others
• Writing and updating SOP's
• Operating computers
• Using and demonstrating use of common and specialized software applications
• Oral and written communication
• Gather, assemble, correlate and analyze facts
• Accurately perform numerical detail detail work
• Prepare complex reports in a timely manner
• Devise solutions to problems
• Evaluate and interpret policies and procedures
• Communicate effectively
• Review work for accuracy
• Prepare complex reports in a timely manner
• Performs extensive data entry with accuracy
• Work in a team environment
• Establish and maintain effective and interpersonal working relationships
• Establish priorities and meet deadlines
• Function in a high demand and quickly changing environment
• Track large quantities of information from multiple sources
• Ability to prepare and present reports to leadership
• Learn quickly
• Work with minimum supervision
• Possession of and ability to retain a current, valid Arizona state-issued driver's license appropriate to the assignment.
• In State travel required.
• Must be a US citizen.
• Candidates for this position will be required to submit to a criminal background investigation as well as possess the ability to achieve a favorable Tier 1 investigation for the purpose of obtaining/maintaining a Common Access Card (CAC) within one year of hire.

Nice To Haves

• Any combination of experience, education, and training that meets the knowledge, skills, and abilities as described.

Responsibilities

• Quality control, assign and track all facility maintenance service requests according to current policies and procedures. Performs extensive data entry to maintain and produce comprehensive and detailed reports
• Maintain all necessary permissions, stay current and technically proficient on the latest software applications necessary to perform all duties related to this position to include federal access applications, the current work order management system and all Microsoft office applications: Access, Outlook, PowerPoint, Word, Excel, Visio, and Explorer.
• Answer the CFMO helpdesk inquiries via phone and email to assist facility managers in AZ ARNG installations throughout Arizona with facility maintenance service questions.
• Routinely engage maintenance supervisors and technicians to ensure accurate record keeping of time and material costs by ensuring service requests are closed accurately and procurement instruments such as credit card invoices and receipts are accurately identified and recorded.
• Assist the Physical Plant Supervisor II and Administrative Manager to compile, analyze and report facility operations data to improve CFMO processes and prioritize facility related work to include compiling. Serve as Facility Management (FM) liaison to the Installation Status Report (ISR) Program Manager, for submitting ISR data for CFMO related service and findings on all facilities.
• Establish/Improve process related procedures for Physical Plant Supervisor II approval and provide technical training to Facility Managers in person, over the phone, email, Internet webinar or in an open forum.
• Assist the Physical Plant Supervisor II to meticulously track and maintain accountability of permissions and appointments for all facility manager appointments. Maintain a comprehensive and current Facility Manager contact list for all AZ ARNG Facilities.
• Continuously maintain all credentials necessary to perform all tasks assigned.

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
• Paid Parental Leave program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed