Administrative Assistant

PROGRAM AREA: Logistic Services (Transportation, Maintenance, IT and Safety)

JOB KNOWLEDGE: Must demonstrate professionalism and excellent interpersonal skills. Must be a good listener and able to follow detailed instructions. Must be able to work independently on projects and met deadlines. Must check own work and keep errors to a minimum.

SUPERVISORY REQUIREMENTS: Reports to the Director of Logistic Services. Does not have direct responsibility for any employees. May occasionally oversee volunteers on special projects.

JOB SUMMARY: This full-time position provides administrative support to the Logistic Services Division, including maintenance, transportation, and IT departments. Responsibilities include, but are not limited to:

• Responsible for scheduling and maintaining documentation of residential inspections and preventive maintenance.
• Manage maintenance request system including implementation and track work order system.
• Track metrics for maintenance and IT help desks.
• Take minutes at various meetings.
• Help maintain facilities, vehicle, asset and inspection databases.
• Maintain safety calendar and Emergency Response Team communication and planning.
• Ensure Safety Data Sheet notebooks are properly posted and up to date.
• Assist with oversight of the fitness center and conduct fitness center orientations.
• Oversee documentation for vendor contracting, vendor qualifications, and bidding procedures.
• Assist with transportation incident follow-up and documentation.
• Assist with employment applicants scheduling and follow-up.
• Maintain all necessary physical and electronic files related to work.
• Prepare, edit, and distribute reports on maintenance, transportation, IT and safety activities.
• Complete all other duties as assigned.

Qualifications

EDUCATION: Associate's degree or three years’ experience in a related position preferred.

TECHNICAL Strong computer skills including proficiency in Excel, Word, and Windows. Must demonstrate excellent written and oral communication skills. Strong organizational skills required.

PHYSICAL REQUIREMENTS: Good overall physical health and personal stamina. Physical examination, including TB skin test or chest x-ray is required prior to employment.