Facility Management Assistant

Maricopa County • Phoenix, AZ

11d • $23 - $39 • Onsite

About The Position

The Facility Management Assistant plays a crucial role in supporting the Facilities Director and the Judicial Branch Facilities Management department. This position encompasses a range of administrative tasks, including space planning coordination and oversight of building operations. The assistant ensures efficient maintenance and security protocols are upheld while managing highly responsible and complex activities. Furthermore, this role involves handling confidential information with discretion and competence, contributing to special projects that enhance the functionality and safety of judicial facilities. The Facility Management Assistant is essential for maintaining operational excellence within the department.

Requirements

• Associate’s degree
• Two (2) years of advanced administrative experience providing support to management/executive level professionals.
• OR Combined Education and Experience Qualifications: An equivalent combination of post high-school education and job-related experience may substitute for the education and experience requirements on a year for year basis.
• Understanding of building operations, safety, and security systems
• Facility management programs and resources, both inside the County and in the local community
• Effective communication, both verbal and written, is essential in today's professional environment.
• Recognizing problems requires a thorough review of related information, enabling the formulation of actionable solutions.
• Proficiency in software such as Microsoft Office enhances this process, allowing for the meticulous preparation of memos, letters, and emails.
• Attention to grammar, detail, proofreading, and formatting ensures clarity and professionalism in all communications.
• Understanding core business applications and support tools, professionals can streamline workflows and improve overall productivity.
• In today's administrative environment, it is essential to navigate state and local mandates with precision.
• This position requires critical thinking to resolve multifaceted issues, alongside prioritizing and organizing numerous assignments with acute attention to detail.
• Effective communication is paramount; articulating ideas clearly and persuasively ensures alignment with the audience's needs.
• Building and maintaining robust working relationships across all organizational levels, including public stakeholders and judicial officers.
• The ability to analyze complex data and derive logical conclusions is vital for informed decision-making and comprehensive report preparation.
• Professionalism, confidentiality, and cultural sensitivity are cornerstones of successful interactions in a diverse workplace.

Nice To Haves

• Experience interacting with high-level executives.
• Two (2) years of advanced administrative experience providing support to management/executive level professionals.

Responsibilities

• Visit regional sites 3 times per month.
• Responsible for resolving all facility project-related concerns; promptly responds to emergency maintenance issues to mitigate any/all risks to facilities and occupants, and provides prompt, concise communication of facility status to all building occupants.
• Utilizes Maximo software to input, track, and ensure completion of all facility maintenance and repairs.
• Assists in the coordination of contractors and FMD staff in all phases of operations, maintenance, and construction projects.
• Resolves any disputes with contractors, FMD, and Judicial Branch staff.
• Conducts needs assessments to identify issues involving the condition of facilities; provides recommendations to Judicial Branch leadership and County Facilities Management regarding safety issues and needed building repairs.
• Participates in the development of plans for proposed buildings/spaces including the design of interior space layouts.
• Works closely with Judicial Branch Security on internal protocols and controls to ensure a high level of safety and security to all staff and public within the facility.
• Coordinates and schedules meetings and events; assists with development of presentation materials and operates audio/visual equipment.
• Drafts, reviews, and edits correspondence and reports; prepares and updates organization charts, contacts and distribution lists; maintains filing and tickler systems in electronic and paper format; executes management and archival of documents.
• Researches and makes recommendations for special order requests and maintains office equipment.
• Inventories and orders supply for general office use, projects, and events.
• Works closely with Judicial officers and staff to correct any courtroom operational issues, including all FTR related concerns.

Benefits

• We offer generous paid time off, paid sick leave, and 10 paid holidays!
• We have affordable medical, dental, and vision insurance, and our employees are entitled to coverage by one of several State-sponsored retirement pension plans, our employee assistance program, and wellness incentives.
• Additionally, our employees have the option of life insurance, disability, a group legal plan, and pet insurance.
• Under the current guidelines for the Public Service Loan Forgiveness (PSLF) Program, the Maricopa County Superior Court is a qualifying employer. Therefore, any full time Judicial Branch employee, who meets other eligibility criteria may be eligible for loan forgiveness under this program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees