Title Administrative Assistant
DepartmentGeneral Services
Job TypeFull Time
Post Date2019-06-17
Job Description

Position Overview: The Administrative Assistant is responsible for clerical/secretarial support for the Facilities Manager and provides general administrative support to the General Services department.

 Essential Functions and Responsibilities: include the following. Other duties may be assigned.

  1. Composes and types correspondence
  2. Schedules appointments and meetings
  3. Prepares outgoing mail and correspondence including e-mail and faxes. Opens and distributes mail to accordingly
  4. Answers the Facilities Manager’s telephone, screen and re-route calls as necessary
  5. Order and maintains supplies and code invoices to be approved for payment
  6. Assist other employees in the department as needed
  7. Organizes and maintains file system and files correspondence and other records
  8. Responsible for scheduling water shut-offs and contacting residents about outages
  9. Assist with projects to improve the efficiency and quality of the department
  10. Prepare quotes for service requests and re-occupancy upgrades
  11. Enter, track and close work orders
  12. Responsible for conducting billing for completed services and re-occupancy fees
  13. Responsible for calendar management to ensure vendor service requests are processed timely
  14. Conducts research on replacement parts and supply costs
  15. Responsible for ordering and tracking shipments
  16. Assist with scheduling cleaning staff and furniture removal
  17. Responsible for all other administrative duties as assigned

Knowledge, Skills and Abilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 Must be professional and have excellent verbal and written skills. This individual must also have strong computer skills including Microsoft Office and attention to detail with accuracy.

Education and/or Experience:  High School Diploma or GED.  Two to five years of administrative/secretarial experience.

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