Administrative Assistant - Operations

Job Opportunity: Administrative Assistant

We are seeking a friendly, detail-oriented Administrative Assistant to support our operations team. This is a 12-month, full-time position located at the district office.

A Day in the Life:

• Receive and distribute incoming mail and deliveries for members of Operations and Maintenance.
• Create and maintain an orderly filing system for projects, bids, purchase orders, bond documents, inspections and inspection certificates as required by law and records disposition rules.
• Initiate purchase requisitions and track progress of open purchase orders for maintenance activities and capital projects.
• Reconcile all receipts with valid purchase orders and prepare for Director’s approval.
• Schedule contractors as needed to conduct facility repairs.
• Coordinate annual maintenance and repair of district fire panels and fire system components.
• Maintain and update fire code books at each facility annually.
• Maintain records of all district facility quarterly and annual fire system tests as required by law.
• Coordinate repair of district intercom systems.
• Coordinate annual maintenance and repair of district elevators.
• Oversee and track all warranties for facility systems. Schedule warranty inspections and work to ensure warranty claims are honored.
• Maintain the facility user request database and calendar.
• Schedule and coordinate the use of district facilities by inside and outside individuals and groups.
• Invoice facility rentals and process payments.
• Produce reports on facility utilization.

Profile of a Successful Candidate:

• Strong computer skills
• People skills are important, as well as a positive attitude and good oral/written communication
• Ability to multi-task
• Ability to work well with others

Environment:

• Typically a professional office environment with moderate level of interruptions
• Generally the job requires 90% sitting, 10% standing/walking, may need to lift up to 25 pounds
• Occasional lifting of boxes, as well as carrying, pushing, pulling, stooping, kneeling, and crouching. Fine finger dexterity is used