Facilities Maintenance - Administrative Assistant - Facilities Maintenance

City of Abilene•Abilene, TX

About The Position

GENERAL DESCRIPTION Under general direction, to perform advanced administrative work in support of the Department Director; oversee contracts for capital projects and facilities maintenance; assist with preparation of Request for Qualifications (RFQ), Request for Proposals (RFP), and bid packets; input and assign work orders, as well as make limited policy interpretations and decision in accordance with department standards and procedures. Assist Parks and Recreation Administration office in day-to-day operations. SUPERVISION EXERCISED May exercise technical and functional supervision over lower level staff. IMPORTANT AND ESSENTIAL DUTIES Answer phones and provide customer service to internal clients (other City departments). Process incoming work order requests; perform data entry into the Work Order software and assign work orders to the appropriate facility team. Open, sort, and distribute mail. Process purchase requisitions, payment invoices, and check requests in compliance with all City policies and procedures. Draft, route, and process construction contracts, maintenance agreements, and professional services contracts. Prepare routine and special reports; maintain a comprehensive filing system of the same. Assemble, organize, and tabulate statistical data. Maintain and control files of construction and maintenance projects. Assist with the annual budget development. OTHER JOB RELATED DUTIES Perform other job related duties and responsibilities as assigned.

Requirements

Knowledge of: Administrative practices and procedures.
Principles of effective office management.
Departmental policies, functions and procedures.
Basic accounting procedures.
Skill to: Create documents, presentations, and spreadsheets using Microsoft Office products.
Use “cloud-based” operations software for the efficient flow of work within the department.
Ability to: Operate office and computer equipment, including basic business/office software programs including MS-Word, Excel and Outlook.
Perform responsible administrative work with accuracy, speed, and minimal supervision involving the use of independent judgment and personal initiative.
Develop and maintain an efficient record keeping systemCommunicate clearly and concisely, both orally and in writing
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
Lead, manage, and perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.
Two years of experience in administrative coordination work is preferred.
A high school diploma or GED is required.
A valid Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.

Nice To Haves

Supplemental training or college level course work in office technology, business administration or business management is preferred.

Responsibilities

Answer phones and provide customer service to internal clients (other City departments).
Process incoming work order requests; perform data entry into the Work Order software and assign work orders to the appropriate facility team.
Open, sort, and distribute mail.
Process purchase requisitions, payment invoices, and check requests in compliance with all City policies and procedures.
Draft, route, and process construction contracts, maintenance agreements, and professional services contracts.
Prepare routine and special reports; maintain a comprehensive filing system of the same.
Assemble, organize, and tabulate statistical data.
Maintain and control files of construction and maintenance projects.
Assist with the annual budget development.
Perform other job related duties and responsibilities as assigned.