Facilities Administrative Assistant

**Monday through Friday 8:30am to 5:00pm. Candidate should have broad knowledge base to support 28 properties & 20 vehicles with ability to quickly learn facilities/document management systems & multi-system data tracking, vendor management, compliance coordination (onboarding records), property/asset databases, vehicle maintenance and departmental recordkeeping. Candidates with strong communication & organizational skills to support leadership & technicians preferred. This is an onsite position. **

Pay rates for Union positions are set in the Collective Bargaining Agreement with SEIU Local 521. Each position has a total of six steps, Step 1 (entry level) through Step 6 (15 years of employment with the organization). Union staff are promoted from Step 1 to Step 2 upon their one-year anniversary. The current Step 1 rate for this position is $30.38/hr, and the current Step 6 rate for this position is $33.55/hr.

We offer a competitive package of employee benefits for 30 to 40-hour week positions. You will receive a defined contribution amount of up to $14,580 per year (prorated for part-time employees working less than 40 hours per week) to purchase the benefits of your choice on a cafeteria plan basis. Any amount of this defined contribution not used towards your benefits will be paid to you as taxable earnings. We offer a retirement plan with a generous employer match starting at 4% after one year of employment.  Our paid time off is also more generous than many employers with vacation time accruing up to 25 days per year, 6 days of sick time per year and 12 paid holidays.

The benefits offered in our cafeteria plan are as follows: 

• Medical benefits –Kaiser--ranging from $0 Deductible Plan with $15 Copay to $,3200 Deductible Plan with Health Savings Account. Sutter Health plans are also available from $0 Deductible Plan to $2,500 Deductible Plan.
• Dental benefits –Guardian: 1 dental HMO and 2 PPOs 
• Vision benefits – 2 options from Guardian VSP: a standard vision plan and an   
  enhanced vision plan

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1. Administrative Support and Communication
   1. Provide administrative support to the Facilities leadership team and technicians for all department operations.
   2. Respond to internal and external requests related to facilities services submitted through the service ticketing system or received by phone/email. Gather necessary information, answer routine process questions, resolve issues when possible, and route more complex matters to the appropriate staff member, service provider, or external party.*
   3. Manage departmental communications, including email, voicemail, mail, courier deliveries, and phone calls. Route messages appropriately and handle copying, scanning, and faxing as needed.
   4. Track action items, investigate and resolve issues, review and compare documents, and ensure timely follow-up.*
2. Facilities Management Systems
   1. Manage the Facilities service ticketing system (Qware) by receiving, reviewing, assigning, and tracking work orders through completion. Ensure accurate documentation, timely updates, and communication with stakeholders, assigned technicians, and vendors.*
   2. Maintain organized files and recordkeeping systems using DocuWare document management system in accordance with established department practices.*
3. Property and Asset Management
   1. Maintain the property master database with complete, accurate information on building specifications, lease terms, and historical maintenance data for all owned and leased properties.*
   2. Monitor and update the vehicle maintenance tracking system, documenting service history and scheduling required maintenance. Coordinate with the Safety Associate for annual vehicle documentation and track vehicles scheduled for replacement.
4. Vendor Management and Compliance
   1. Coordinate vendor onboarding, collecting all required documentation for distribution to Accounts Payable, General Counsel, Compliance, and Project Management as needed.*
   2. Maintain vendor records, ensuring contact information and compliance documentation are current.*
   3. Track vendor performance and maintain records of services provided and compliance status.
5. Database and Information Management
   1. Maintain program contact database with current and accurate information for stakeholders and service providers.
   2. Manage departmental trackers and databases to ensure data integrity across systems.*
   3. Coordinate vendor appointments related to service tickets and distribute relevant information as needed.
6. Purchasing and Research Support
   1. Research products and services for department projects as requested.
   2. Prepare purchase orders in accordance with established practices and coordinate with vendors to obtain required documentation.*
   3. Maintain accurate purchase records.

OTHER DUTIES AND RESPONSIBILITIES:

1. Attend community, agency, team meetings, and events.
2. Run errands and make interdepartmental and off-site pickups and deliveries using personal or agency vehicle.
3. Assist with preparing, editing, and distributing departmental communications and notices.
4. Support departmental record archiving and document retention efforts as needed.

KNOWLEDGE, SKILL, AND ABILITIES REQUIRED:  (E = Essential; D = Desired)

1. High School diploma, GED, or equivalent education and a minimum of one year of responsible, full-time experience in a secretarial or clerical capacity; (E) Associate’s degree or graduation from a recognized Business School or a related field. (D)
2. Proficient typing skills (minimum 40 wpm) and strong computer literacy. Ability to use MS Office applications—Word, Excel, and Outlook—along with cloud-based tools and document management systems. Ability to learn and operate facilities management software, service ticketing platforms, and asset tracking systems at an intermediate level. Experience with database management and multi-system data tracking. (E)
3. Proficiency in using and maintaining standard office equipment such as multi-function printers, scanners, and photocopiers. (E)
4. Strong oral and written communication skills, including proper grammar, spelling, and punctuation. Ability to draft, proofread, and edit both own work and departmental documents. (E)
5. Demonstrate task management and execution skills, including the ability to:
   1. Coordinate multiple tasks, adjust priorities, and meet deadlines. (E)
   2. Adapt to evolving systems, processes, and technologies. (E)
   3. Remain professional and composed in high-pressure situations and when interacting with individuals in person or by phone. (E)
   4. Work with minimal supervision and demonstrate initiative and resourcefulness. (E)
   5. Identify, troubleshoot, and resolve operational or procedural issues. (E)
   6. Maintain confidentiality of sensitive information and records. (E)
   7. Work effectively with individuals from diverse backgrounds, cultures, and communication styles. (E)
   8. Provide excellent customer service to internal staff, vendors, and other stakeholders. (E)
6. Experience with vendor management processes, compliance documentation, and multi-departmental coordination. (D)
7. Ability to maintain accurate databases and tracking systems for properties, assets, and vendor relationships. (E)
8. Special Requirements: Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Momentum practices. (E)
9. A valid California Driver License, with access to a reliable vehicle/for driving a company vehicle, current proof of auto liability insurance, and a clean DMV record. (D)
10. Physical requirements needed to perform the essential functions of this job, with or without accommodation: (E)
    1. Hearing and talking on telephone and in person; standing, walking, sitting, pinching and finger flexion are required constantly (over 2/3 of the workday). (E)
    2. Lifting, carrying, pushing, pulling, bending, stooping, crouching, kneeling, and twisting are required occasionally (under 1/3 of the workday). (E)
    3. Balancing, climbing and crawling are generally not required.

Salary : $14,580