The Administrative Assistant provides administrative support to the Director of Facilities Operations and Maintenance, assistant directors and department managers by performing the following essential duties and other duties as assigned.
Specific Duties and Responsibilities:
Provides administrative support and assistance to the Director of Facilities Operations and Maintenance, assistant directors and department managers.
Facilitates communications, plans and follows-up on administrative matters.
Processes administrative and clerical affairs of the Director of Facilities Operations and Maintenance, assistant directors and department managers.
Receives department invoices and distributes them to the appropriate Secretary.
Oversees invoicing of all college-wide utility accounts.
Assists with compiling, typing and tracking reports, as directed.
Coordinates projects/reports with other departments and divisions.
Manages and/or monitors multiple projects and coordinated tasks.
Handles inquiries and exercises sound judgment in referral of inquiries to appropriate staff.
Seeks to solve problems, address concerns, and plans ahead with great attention given to customer service, project quality, and exact detail.
Assists with annual budget development and subsequent preparation, tracking of requisitions, and purchase orders.
Orders and maintains supplies and arranges for equipment maintenance.
Coordinates and processes travel arrangements, authorizations/vouchers, mileage reimbursements, and applicable forms.
Conducts inventory on all department’s assets and office supplies, as needed.