What are the responsibilities and job description for the Administrative Support Specialist II - Facilities Maintenance G113 position at Columbus Consolidated Government?
Major Duties and Responsibilities
This position is responsible for providing administrative services to Facilities Maintenance.
Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with high school education. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to three years of progressively responsible administrative support experience. Experience using Microsoft Office (Word, Excel, Outlook, and PowerPoint). Valid driver's license preferred. Experience with purchasing and contract administration. Experience supporting a maintenance, construction, engineering, or public works organization.
Physical Requirements
Required
The work is typically performed while intermittently sitting, standing, stooping, walking, bending, or crouching. The employee frequently lifts light and heavy objects and distinguishes between shades of color. The employee must have the ability to sit for extended periods and must be able to lift up to 25 pounds. Additionally, the following physical abilities are required:
The Columbus Consolidated Government is proud to offer an exceptional compensation and benefits package. Benefits include the following:
The Columbus Consolidated Government offers a defined benefit retirement plan to eligible employees who work in General Government and in Public Safety. Employees in the pension plan must meet both age and years of service requirements to qualify for retirement. The current vesting period is ten years, and the current pension contribution rate is 8% of your gross salary.
Supplemental Retirement Plan
The Columbus Consolidated Government offers a Deferred Compensation Plan or supplemental retirement plan that is tax deferred. This plan allows employees to contribute a portion of their salary, before federal and state taxes, to a retirement account. Your compensation is more than a paycheck, it allows you to plan for your financial future as well.
01
Which best describes your level of education? (You will be asked to provide documentation)
Do you possess a valid driver's license?
What computer software programs are you proficient in using?
If you answered "Other" to the above question , please type in computer software program(s)you are proficient in using.
05
How many years of clerical and/or administrative experience do you have?
Please list and explain any on-the-job or formal customer service training you have.
07
Please list and explain any work experience you have in operating standard office equipment including phone, fax and computer.
This position is responsible for providing administrative services to Facilities Maintenance.
- Performs responsible administrative, clerical, and customer service work in support of the Facilities Maintenance Department.
- This position serves as the primary administrative support for the Director, Assistant Director, supervisors, and maintenance staff.
- Responsibilities include work order administration, purchasing support, record management, contract administration, preventive maintenance documentation, scheduling, customer service, and coordination with other city departments, vendors, and the public.
- The Administrative Assistant is responsible for ensuring the efficient operation of the department's administrative functions while maintaining accurate records and providing exceptional customer service.
- Provides administrative support to the Director and Assistant Director.
- Prepares correspondence, reports, presentations, agendas, and meeting minutes.
- Maintains departmental files and records.
- Coordinates departmental meetings and schedules appointments.
- Answers phones, responds to emails, and assists customers.
- Greets visitors and directs them appropriately.
- Enters, updates, and tracks facility maintenance work orders in the City's maintenance management system.
- Reviews work orders for completeness and accuracy.
- Assigns work orders to supervisors as directed.
- Monitors work order status and follows up on overdue requests.
- Generates work order reports and performance metrics.
- Creates purchase requisitions and purchase orders.
- Tracks purchase orders through completion.
- Maintains vendor information.
- Processes invoices for payment.
- Reconciles purchasing documentation.
- Assists with budget tracking.
- Maintains procurement records in accordance with City policies.
- Maintains service contract files.
- Tracks contract expiration dates.
- Coordinates renewals.
- Assists with bid documentation.
- Maintains contractor certificates of insurance.
- Coordinates contractor scheduling.
- Maintains preventive maintenance schedules.
- Tracks inspection completion.
- Maintains equipment inventories.
- Assists with facility condition assessments.
- Generates preventive maintenance reports.
- Maintains historical maintenance records.
- Serves as the primary point of contact for facility maintenance requests.
- Coordinates communication between departments and maintenance personnel.
- Provides status updates on maintenance requests.
- Resolves customer concerns or routes issues appropriately. Inventory & Asset Management.
- Maintains office supply inventory.
- Assists with maintenance supply inventory records.
- Tracks departmental assets.
- Maintains equipment files.
- Assists with annual inventories.
- Maintains electronic and paper filing systems.
- Organizes maintenance records.
- Maintains permits and inspection records.
- Archives completed projects.
- Ensures compliance with records retention requirements.
- Compiles monthly activity reports.
- Tracks departmental performance measures.
- Assists in preparing annual budget documents.
- Maintains statistical information.
- Prepares reports for City leadership.
- Assists during emergency response activities.
- Coordinates employee training records.
- Maintains departmental calendars.
- Performs other related duties as assigned.
- Ability to communicate effectively in person and by telephone.
- Operate office equipment.
- Modern office practices and procedures.
- Customer service principles.
- Purchasing procedures.
- Record-keeping methods.
- Business English.
- Grammar and spelling.
- Microsoft Office Suite and Officeequipment.
- Organization and time management.
- Data entry accuracy.
- Customerservice.
- Written and verbal communication.
- Multi-tasking.
- Problem solving.
- Maintainingconfidentiality.
- Prioritize multiple assignments.
- Work independently.
Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with high school education. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to three years of progressively responsible administrative support experience. Experience using Microsoft Office (Word, Excel, Outlook, and PowerPoint). Valid driver's license preferred. Experience with purchasing and contract administration. Experience supporting a maintenance, construction, engineering, or public works organization.
Physical Requirements
Required
The work is typically performed while intermittently sitting, standing, stooping, walking, bending, or crouching. The employee frequently lifts light and heavy objects and distinguishes between shades of color. The employee must have the ability to sit for extended periods and must be able to lift up to 25 pounds. Additionally, the following physical abilities are required:
- Balancing – maintain equilibrium to prevent falling while walking, standing, or crouching.
- Crouching – bending body forward by bending leg, spine.
- Grasping – applying pressure to object with fingers, palm.
- Handling – picking, holding, or working with whole hand.
- Hearing 1 – perceiving sounds at normal speaking levels, receive information.
- Hearing 2 – receive detailed information, make discrimination in sound.
- Kneeling – bending legs at knee to come to rest at knees.
- Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
- Manual Dexterity – picking, pinching, typing, working with fingers rather than hand.
- Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
- Pulling - use upper extremities to exert force, haul or tug.
- Pushing – use upper extremities to press against objects with force, or thrust forward, downward, outward.
- Reaching – extending hands or arms in any direction.
- Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
- Standing – for sustained periods of time.
- Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
- Talking 1- expressing ideas by spoken word.
- Talking 2 – shouting to be heard above ambient noise.
- Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
- Visual Acuity 2 - color, depth perception, field of vision.
- Walking - on foot to accomplish tasks, long distances, or site to site.
The Columbus Consolidated Government is proud to offer an exceptional compensation and benefits package. Benefits include the following:
- Low-cost Medical Insurance
- Prescription Drug Plan
- Dental Plan
- Vision Plan
- Flexible Spending Accounts
- Life Insurance
- Supplemental Life Insurance
- Long Term Disability
- Credit Union
- Direct Deposit
- 12 Paid Holidays
- Vacation Leave
- Sick Leave
- PERK Time Off
- Retirement Plan
- Supplemental Retirement Plan
- Free and Discounted Services
- Employee Assistance Program
- Discounted Movie Tickets
- Free Notary Services
- Ride a Metra Bus for Free
- Free Mulch
- Free Fire/Safety Home Inspection
- Driver's Training for Employee Dependents
- Oxbow/Bull Creek Golf Course discounts
- River Center Discounts
- Cell Phone Carrier Discounts
The Columbus Consolidated Government offers a defined benefit retirement plan to eligible employees who work in General Government and in Public Safety. Employees in the pension plan must meet both age and years of service requirements to qualify for retirement. The current vesting period is ten years, and the current pension contribution rate is 8% of your gross salary.
Supplemental Retirement Plan
The Columbus Consolidated Government offers a Deferred Compensation Plan or supplemental retirement plan that is tax deferred. This plan allows employees to contribute a portion of their salary, before federal and state taxes, to a retirement account. Your compensation is more than a paycheck, it allows you to plan for your financial future as well.
01
Which best describes your level of education? (You will be asked to provide documentation)
- No High School Diploma
- GED
- High School Diploma
- Technical College
- Some College
- Associate's Degree
- Bachelor's Degree
- Master's Degree
- Doctorate's Degree
Do you possess a valid driver's license?
- Yes
- No
What computer software programs are you proficient in using?
- None
- Microsoft Access
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Publisher
- Microsoft Word
- Other
If you answered "Other" to the above question , please type in computer software program(s)you are proficient in using.
05
How many years of clerical and/or administrative experience do you have?
- None
- 0 - 1 year
- 1 - 3 years
- 3 - 5 years
- 5 years or more
Please list and explain any on-the-job or formal customer service training you have.
07
Please list and explain any work experience you have in operating standard office equipment including phone, fax and computer.
- Required Question