JOB TITLE: Facility Administrative Assistant

DEPARTMENT: Building and Facility PURPOSE Perform a variety of general clerical duties for the building and facility department.

WORKING RELATIONSHIPS: Accountable and Reports to: Facility Maintenance Management

PRIMARY JOB FUNCTIONS:

• Position responsibilities are maintaining various reports, department accounting functions, and working with vendors. The incumbent basically works under moderate supervision.
• Perform a variety of general clerical and administrative duties for the assigned department to include typing/keyboarding, receive telephone calls, sort and route incoming and outgoing mail, and maintain department files in a timely and orderly manner.
• Responsible for compilation, preparation and distribution of various reports as assigned. Maintain follow-up files; assemble materials for reports, memos and letters. Compose simple letters from general instructions and proofread all materials for errors.
• Order and maintain and stock of necessary facility office supplies.
• Monitor and maintain Engineering and Janitor daily attendance, training records, vacation and personal holiday request, records in Port Menu.
• To maintain engineers daily accountability in Maximo and report.

SECONDARY JOB FUNCTIONS: (These are considered occasional in nature)

• As assigned by management.
• May be required to work both (North and South) complexes as directed.

SKILLS AND ABILITIES REQUIRED TO PERFORM JOB: (Physical demands outlined on attached PAR sheet)

• Prior secretarial training and/or related work experience required. Possess good general secretarial skills, including typing/keyboarding, proofreading and organizational skills. Position requires use of 10- key adding machine, personal computer and other routine office equipment. Prior knowledge of personal computer applications helpful; Excel, Work, Power Point, Port Menu, Maximo.
• Possess good communication skills, oral and written as well as good telephone skills.
• Ability to handle confidential information in a mature and professional manner required. Must be able to work with minimum supervision and complete assigned projects on a timely basis.

WORKING CONDITIONS:

• Work environment is characterized by normal office and shop conditions. Incumbent will spend the majority of the workday sitting at a desk or computer terminal or working within a limited area.
• Exposure to potential hazards exists with respect to walking through the warehouse and shop areas while performing some job functions (picking up mail, attending meetings, etc.).
• Potential exposure to vehicle and equipment lubricants and solvents exists. 2 Updated 4/2015

EQUIPMENT USED TO PERFORM JOB:

• A variety of office equipment (personal computers, printers, fax machines, shredders, laminators, etc.)
• 2-way radios
• Telephones and paging system

CONTACTS:

• Engineers/Parts Clerk/Payroll and Finance/Human Resources
• Facility Maintenance Supervisor / Facility Maintenance Sr. Supervisor
• Facility Maintenance Superintendent
• Facility Maintenance Manager/Director
• Has daily contact with co-workers, suppliers/vendors and customers.

Disclaimer The above statements are intended to describe the general nature and level of work being performed by associates assigned to this classification; they are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of a person so classified.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person