Facilities Management Administrative Technician (Grade 4)

Yuma County•Yuma, AZ

1d•Onsite

About The Position

Under general supervision, performs administrative, office, and/or clerical work of routine difficulty with department-specific responsibilities. This role involves greeting employees and the public, answering inquiries, managing electronic documents, maintaining records, processing mail, compiling reports, operating office machines, assisting with shipments and invoices, entering payroll, managing department inventory and supplies, submitting work orders, serving as a point of contact for fleet vehicle maintenance, scheduling vendor appointments, and managing surplus auction items.

Requirements

High School Diploma or GED equivalent.
Thirty semester hours of college coursework in administrative/office procedures.
One year of administrative/office work experience.
An equivalent combination of education and experience.
Requires successful completion of a background check.
Knowledge of Yuma County policies and procedures.
Knowledge of business English, spelling and arithmetic.
Knowledge of clerical and office practices and procedures.
Skill in effectively dealing with public inquiries.
Skill in alphabetizing and sorting.
Skill in using computers and other modern office equipment.
Skill in maintaining records and preparing information for reports.
Skill in following written and verbal instructions.
Ability to effectively respond to phone calls, emails and complaints in a timely manner.
Ability to plan, prioritize, manage and respond to multiple assignments in a fast-paced environment.
Ability to read, write, research, synthesize data and detailed reports.
Ability to use modern office equipment and computers.
Ability to communicate effectively verbally and written.
Ability to lift up to 5 – 25 lbs.
Ability to perform the essential functions of the job specifications with or without a reasonable accommodation.

Responsibilities

Greeting employees and the public at the front desk, answering inquiries and transferring phone calls, providing information, or directing visitors.
Maintaining the appearance of the lobby area.
Maintaining and processing changes into the electronic document management system (EDMS).
Maintaining department records and files.
Performing a variety of general office support duties (e.g., making copies, printing, collating, scanning documents, maintaining calendar of activities, scheduling meetings).
Processing mail including receiving, sorting, time stamping, logging, and distributing incoming and outgoing correspondence and packages.
Compiling information for reports and summaries of work.
Operating a variety of office machines.
Assisting with verifying the completeness of incoming shipments and reconciling discrepancies.
Assisting with verifying and processing invoices, and reconciling discrepancies.
Assisting the Office Supervisor with entering payroll.
Maintaining the department inventory and ordering supplies.
Submitting work orders on behalf of the Facilities Management department.
Serving as the point of contact for Public Works on all Fleet vehicles’ maintenance.
Working closely with Public Works-Fleet to schedule appointments and make transportation arrangements for Facilities Management staff.
Contacting vendors and scheduling appointments for County departments/offices for services, such as pest control, plumbing, septic services or other services, as needed.
Responsible for Facilities Management’s surplus auction items, including compiling necessary information on surplus items, entering and managing the surplus items in the online system, answering bidder questions and completing the process and required documentation for County Administration.
Performing other duties as assigned.