Maintenance Administrative Assistant
Government Jobs, Lubbock, TX, United States
Administrative Support Specialist
Perform administrative support tasks for the Lubbock County Maintenance Department Office. Proficient in Microsoft Office Word, Excel, and PowerPoint, Adobe Acrobat or Bluebeam (pdf format) programs, scanning, copying, editing, and formatting. Able to maneuver the internet, receive visitors, prepare, and process maintenance work order requests, answer telephones, maintain a central filing system, contact technicians for service emergencies and maintain office correspondence.
Essential Duties
Maintain DOF calendar to include scheduling and coordinating appointments, meetings, and interviews.
Screen calls and visitors for DOF and Deputy Director of Facilities.
Answer department telephones and ensure all messages are forwarded to the appropriate department personnel.
Contact appropriate maintenance technician(s) for emergency repair of county property.
Prepare and distribute various correspondences i.e.: reports, memos, and letters for the DOF.
Maintain, and reconcile, with proper invoices and receiving slips, and process for payment Purchase Orders, Blanket Purchase Orders, Credit Cards, and Gas Card Statements.
Process all paperwork in accordance with county policy i.e.: time sheets, mileage sheets, personnel paperwork, etc.
Monitors Departmental leave program, tracking balances, and leave absentee requests.
Create, update, and train office employees and the maintaining of the department's central filing system.
Prepare requisitions for purchase orders.
Maintain personnel files for the department.
Respond and communicate appropriately and effectively to the needs of visitors, contractors, and co-workers.
Daily use of computer including but not limited to: 10-key, Microsoft Office, Adobe/Bluebeam, internet, work order system, accounting software, etc.
Act upon any emergency situation as required i.e.: fire, medical, terrorist, injury, bomb threats, breaches of security, and notifying security officers.
Serve as a substitute as needed for Parking Lot Attendants. Duties included but not limited to distribution and collection of parking fees, reconciliation of stubs and money collected, and delivering balanced cash box to Maintenance Office
Other duties as assigned.
Position Requirements
QUALIFICATION REQUIREMENTS:
High school graduation or its equivalent, any equivalent combination of education and experience which provides the required knowledge, skills, and abilities.
Supplemental Information
KNOWLEDGE, SKILLS, AND ABILITIES:
Proficient computer skills in Word, Excel, PowerPoint, Adobe Acrobat or Bluebeam. General office management practices and procedures, record keeping and filing procedures. Read and understand instructions, analyze, and interpret data, maintain accurate records and files. Use proper etiquette when dealing with the public, customers, and maintenance staff. Type 40 words per minute with minimal errors, use correct grammar, and be able to edit documents. Prioritize and schedule work to meet deadlines. Communicate effectively orally and in writing. Work independently in the absence of specific instructions. Establish and maintain an effective working relationship with county employees. Machines and equipment used daily during shift include: computer, printer, scanner, copier, calculator, and telephone.
PHYSICAL AND ENVIRONMENTAL REQUIREMENTS:
Maintain the ability to occasionally stand, walk, kneel, and bend during the shift; Reach, grip, and use fine dexterity; Push and pull objects; Occasionally flex upper trunk forward at the waist and partially bend at the knees; Occasionally lift and carry up to 20 pounds; Occasionally rotate upper trunk to the left or right while sitting or standing; Place arms above, at, or below, shoulder height; Use of vision and depth perception; and talking. Be able to work in extreme weather conditions (hot/cold) at renovation/construction job sites. Employee will be required to work in office building with LED lighting; heavy trafficking, and loud noise.
DISCLAIMER:
The above description reflects the details considered necessary to describe the standard functions of this position and should not be constructed as a thorough description of all work requirements. The characteristics of the work environment described are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Equal Employment Employer:
Lubbock County will not discriminate in our employment practices based on an applicant's race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.
Perform administrative support tasks for the Lubbock County Maintenance Department Office. Proficient in Microsoft Office Word, Excel, and PowerPoint, Adobe Acrobat or Bluebeam (pdf format) programs, scanning, copying, editing, and formatting. Able to maneuver the internet, receive visitors, prepare, and process maintenance work order requests, answer telephones, maintain a central filing system, contact technicians for service emergencies and maintain office correspondence.
Essential Duties
Maintain DOF calendar to include scheduling and coordinating appointments, meetings, and interviews.
Screen calls and visitors for DOF and Deputy Director of Facilities.
Answer department telephones and ensure all messages are forwarded to the appropriate department personnel.
Contact appropriate maintenance technician(s) for emergency repair of county property.
Prepare and distribute various correspondences i.e.: reports, memos, and letters for the DOF.
Maintain, and reconcile, with proper invoices and receiving slips, and process for payment Purchase Orders, Blanket Purchase Orders, Credit Cards, and Gas Card Statements.
Process all paperwork in accordance with county policy i.e.: time sheets, mileage sheets, personnel paperwork, etc.
Monitors Departmental leave program, tracking balances, and leave absentee requests.
Create, update, and train office employees and the maintaining of the department's central filing system.
Prepare requisitions for purchase orders.
Maintain personnel files for the department.
Respond and communicate appropriately and effectively to the needs of visitors, contractors, and co-workers.
Daily use of computer including but not limited to: 10-key, Microsoft Office, Adobe/Bluebeam, internet, work order system, accounting software, etc.
Act upon any emergency situation as required i.e.: fire, medical, terrorist, injury, bomb threats, breaches of security, and notifying security officers.
Serve as a substitute as needed for Parking Lot Attendants. Duties included but not limited to distribution and collection of parking fees, reconciliation of stubs and money collected, and delivering balanced cash box to Maintenance Office
Other duties as assigned.
Position Requirements
QUALIFICATION REQUIREMENTS:
High school graduation or its equivalent, any equivalent combination of education and experience which provides the required knowledge, skills, and abilities.
Supplemental Information
KNOWLEDGE, SKILLS, AND ABILITIES:
Proficient computer skills in Word, Excel, PowerPoint, Adobe Acrobat or Bluebeam. General office management practices and procedures, record keeping and filing procedures. Read and understand instructions, analyze, and interpret data, maintain accurate records and files. Use proper etiquette when dealing with the public, customers, and maintenance staff. Type 40 words per minute with minimal errors, use correct grammar, and be able to edit documents. Prioritize and schedule work to meet deadlines. Communicate effectively orally and in writing. Work independently in the absence of specific instructions. Establish and maintain an effective working relationship with county employees. Machines and equipment used daily during shift include: computer, printer, scanner, copier, calculator, and telephone.
PHYSICAL AND ENVIRONMENTAL REQUIREMENTS:
Maintain the ability to occasionally stand, walk, kneel, and bend during the shift; Reach, grip, and use fine dexterity; Push and pull objects; Occasionally flex upper trunk forward at the waist and partially bend at the knees; Occasionally lift and carry up to 20 pounds; Occasionally rotate upper trunk to the left or right while sitting or standing; Place arms above, at, or below, shoulder height; Use of vision and depth perception; and talking. Be able to work in extreme weather conditions (hot/cold) at renovation/construction job sites. Employee will be required to work in office building with LED lighting; heavy trafficking, and loud noise.
DISCLAIMER:
The above description reflects the details considered necessary to describe the standard functions of this position and should not be constructed as a thorough description of all work requirements. The characteristics of the work environment described are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Equal Employment Employer:
Lubbock County will not discriminate in our employment practices based on an applicant's race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.