Administrative Assistant Maintenance Dept

JOB DESCRIPTION

ADMINISTRATIVE ASSISTANT

NATURE OF WORK

The administrative assistant provides clerical assistance to the Maintenance Director and the Director of Transportation. He/she is responsible for gathering and managing a wide variety of reports and records that are required in each department. The employee also processes and tracks purchase orders and develops other procedures for related activities.

DUTIES AND RESPONSIBILITIES

Tracks paperwork and timeliness related to scheduled projects.

Communicates with directors and program staff on day to day activities.

Collects data for required local, state and federal reports.

Prepares quotes and estimates for supply orders.

Prepares invoices and processes payroll.

Budget reconciliation

Maintains records relating to properties and inventory

Identifies needed information and gathers this for the program director to use in planning budgets.

MINIMUM TRAINING

Some education in office and business practices beyond high school with a year of experience in computer database management, spreadsheets and collection and reporting of data or an equivalent combination of experience and education.

ESSENTIAL JOB FUNCTIONS

Must be physically able to operate a variety of equipment and tools including computers, scanners, adding machines, computer software, computer hardware, sharing devices, etc. Must be able to exert up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Requires the ability to read a variety of correspondence, manuals, newsletters, journals, etc. Requires the ability to prepare reports, forms, training materials, system documentation, etc. using prescribed formats.

Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions.

KNOWLEDGE, SKILLS AND ABILITIES

Working knowledge of data and information collection systems, including computerized ones.

Some knowledge of basic accounting procedures.

Knowledge of Safety, AHERA, OSHA

Ability to develop procedures for recordkeeping and retrieval.

Ability to maintain accurate records.

REPORTS TO: Director of Maintenance

Director of Transportation

FLSA STATUS: Non-Exempt

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job.