Administrative Assistant - Facilities

Job Description

Department: Facilities Management

Sub-Department: N/A

Pay Grade: 104

FLSA Status: Full-time

Employment Status: Non-exempt

Reports to: Administrative Supervisor

Supervises: N/A

Job Summary

To perform various secretarial and administrative functions in a timely manner to ensure efficient operation of department; and to act as liaison between the assigned department and other county agencies and/or departments.

Essential Job Functions

• Accounts Payable: Processes invoices daily; verify accuracy of billing for contracted services; resolves billing discrepancies. Reconciles statements and resolves discrepancies.
• Administrative support: Serves as department receptionist; contacts workers for emergency work assignments; assists with a variety of administrative and secretarial projects; assists with the cataloging for and coordination of County surplus property sales.
• Purchasing: Submits department requests for services and materials associated with various projects; orders janitorial supplies on a monthly basis; orders office supplies as needed. Submits contract documents as needed.
• Records Management: Scans documents into Laserfiche according to department’s electronic records management guidelines; creates new files and archives old files as required, closes maintenance requests in department database, maintains vendor certificate of liability insurance records. Maintains spreadsheets, databases as assigned.
• Primary administrative support with the coordination and documentation associated with events utilizing County property.
• Primary administrative support of Sortly software for logging and tracking of janitorial supplies.
• Attend meetings, training and seminars as required.
• Assists other staff with work duties as needed.
• Performs other job-related duties as requested.
  
  

Education

Minimum Requirements to Perform the Work:

• Associate degree in business, plus clerical and computer training required
• OR 5 years in full-time office/administrative environment with emphasis on clerical/accounting. Above average skill level in Microsoft Excel required.
  
  

Work Experience

• 3-5 years’ working experience, preferably in a fiscal or administrative environment. OR any acceptable combination of experience and/or training.
  
  

Company Description

Mission Statement: To provide impactful and essential county services in the most effective, courteous, and financially responsible manner possible.

We are always looking for talented, self-motivated individuals to join our team. If you think you are ready to be a part of an exciting team, then we encourage you to continue with this job application!

Technology Support/Issues With Applying

If you are having technology issues with the application or with uploading your resume and/or cover letter please reach out to KeldairHR Customer Support at support@keldairhr.com or Cumberland County Human Resources at humanresources@cumberlandcountypa.gov.

Email Confirmation

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Benefits

Medical Benefits:

• Capital Blue Cross Medical Insurance
• Health Savings Account
• Wellness program with wellness incentives
• Capital Blue Cross Vision Insurance
• United Concordia Dental Insurance
  

Retirement Benefits

• County Retirement Pension
• 5% minimum pre-tax contribution required, with the option of increasing your contribution over 5% up to 15% post-tax
• Fully vested after 5 years of credited service
• Normal Retirement Options:
• Age 55 with 20 years of credited service
• Age 60 with any amount of credited service
• Voluntary 457b Deferred Compensation Plan
• Military Time Buy Back Options
  

Paid Time Off

• Vacation
• 10 days per year, accrued per pay period (Non-Exempt)
• 15 days per year, accrued per pay period (Exempt)
• Increase for both Non-Exempt and Exempt of 5 days per year after 2 years of service
• Personal
• 3 Personal days per year, pro-rated based on starting date
• Sick
• 5 Sick days per year, pro-rated based on starting date
• 12 Paid County Holidays
• No waiting period to receive paid holidays
  

Additional Benefits

• Educational Assistance
• 80% of cost of tuition and books up to the annual IRS limit per calendar year (after 6 months of Full-Time Employment)
• Public Service Loan Forgiveness (PSLF) – certain eligibility requirements must be met
• Employee Assistance Program
• Resources for: Childcare, Eldercare, Legal, Financial, and Coaching
• Flexible Spending Account
• Dependent Care Account
• Short Term Disability
• Long Term Disability
• Life Insurance