Administrative Assistant - Operations & Maintenance

Position Summary

The Administrative Assistant- O&M is responsible for providing comprehensive, confidential administrative support to the Director of Operations and Maintenance as well as overall office management support to the Operations and Maintenance staff.

Job Duties

•    Performs all standard office duties such as distributing mail, preparing outgoing mail, word processing, filing, photocopying and faxing, and answering phones.  This includes greeting visitors upon arrival.  
•    Schedules meetings, updates the Director’s calendar, and alerts Security with visitor information.  
•    Sends reminders for all upcoming meetings, classes, workshops, and seminars, including posting meeting dates and times.  
•    Formats, prepares, organizes, and preserves data/correspondence/reports/presentations daily, weekly and monthly.
•    Coordinates department’s Safety-related meetings.   
•    Processes purchase requests, invoices, and vendor correspondence for office products, equipment and services.
•    Provides administrative assistance to Executive Director as needed. 
•    Ensures compliance with organizational policies, confidentiality standards, and data protection guidelines.
•    Performs Data Management including scanning, emailing and electronic filing of documents.  Creates and maintains file system for the retention of documents.
•    Assembles documents for submission to regulatory agencies.  
•    Coordinates, prepares, registers and payment processing of employee’s paperwork for class/workshop/membership enrollments and the update of boiler certificates. 
•    Formats, prepares, organizes, and preserves data/correspondence/reports daily, weekly and monthly.
•    Processes and distributes information, mail, publications and invoices including verifying all dates, required signatures, scanning, copying, and filing of all invoices.  
•    Sends reminders for all upcoming meetings, classes, workshops and seminars including posting meeting dates and times.  
•    Posts advertisements and bid sheets for employee positions and miscellaneous notices on employee message board.
•    Provides assistance with Community Awareness Campaigns.  This includes promotion and participation of community campaigns, projects, and special events.  
•    Performs Payroll functions including collecting Operations and Management time sheets, verifying signatures and obtaining Director’s signature.  Delivering time sheets to Accounting.
•    Communicates by email, phone, union time slot, the status of employee registrations for meeting, applications, memberships and required payments.

Job Duties (cont.)

•    Performs other job-related duties as assigned.

Knowledge / Abilities

Extensive/Considerable knowledge of:
•    Computer Skills including Microsoft Office 365, Adobe Acrobat, etc.
•    English composition including grammar, punctuation and spelling.
•    Office equipment usage and troubleshooting, including copy machine, scanner, laminator, e-fax, etc. 
•    Electronic Filing systems.
•    Document Management Systems.

Working knowledge of:
•    Authority’s Union Contracts

Ability to:
•    Perform Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork. 
•    Organize, Plan, and Prioritize Work — Developing specific goals and plans to prioritize, organize, and accomplish your work. 
•    Communicate with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. 
•    Establish and Maintain Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time. 
•    Get Information — Observing, receiving, and otherwise obtaining information from all relevant sources. 
•    Document/Record Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form. 
•    Update and Use Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job. 
•    Schedule Work and Activities — Scheduling events, programs, and activities, as well as the work of others. 
•    Update and Use Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job. 
•    Accurately type at a minimum of fifty (50) words per minute; Adjusted Speed.  
    (Typing Speed – Errors = Adjusted Speed)
•    Act professionally while in possession of confidential information.

Minimum Education Level Required

Associate’s Degree in Business or a related field.

Minimum Experience Required

Five years administrative experience.

Required Certifications / Licenses

Must pass a typing test of 50 words per minute accuracy.