JOB SUMMARY
Performs clerical and administrative work for the Director of Facility Services and other facilities employees as designated by the Director. Process facility services invoices for payment and submit to accounts payable. Provide administrative support to other departments including business licenses, permits, and general reception tasks. Provide excellent customer service to an extensive number of internal and external customers through in person, telephone, and electronic communications.
ESSENTIAL JOB FUNCTIONS:
- Assist the Director of Facility and Supervisory Staff with maintaining building needs at all city facilities including janitorial, housekeeping, document shredding, elevators, HVAC, and other facility needs as required.
- Administer the facility services' work order system to include reviewing requests, assigning responsibility, and following up.
- Communicate with lease owners, to schedule maintenance and other issues in leased facilities as directed by the Director of Facility Services or designee
- Assist employees of the facility services department with travel requests, P cards (Bank of America), gas cards, and other administrative support as needed.
- Serve as receptionist for the PEP Building and City Hall when scheduled; greeting and welcoming guests and directing them to the appropriate department during regular business hours and evening city council, board, and public meetings.
- Answers phone and directs all incoming calls to the appropriate party promptly and efficiently.
- Performs special projects as needed under the direction of the Director of Facility Services or their designee.
- Prioritizes multiple projects simultaneously and follows through in a timely manner.
- Reviews and summarizes miscellaneous reports and documents and maintains files.
- Schedules and coordinates calendar and appointments.
- Coordinate various meetings and assist in the design and preparation of presentations and other meeting materials to include food set up and break down.
- Maintain calendar for the various conference rooms at city hall and the PEP building.
- Purchase supplies for the department and other departments as needed, including but not limited to business cards, specialty envelopes, paper and toner supplies.
- Purchase central breakroom supplies (coffee, creamers, sugar, tea, paper products, and utensils) and janitorial products as required.
- Mail packages for different departments as directed.
- Manage the internal mail system between city locations.
- Work with the executive assistant in the planning of special events and meetings to include catering and room set up/break down.
- Performs other job-related activities as required.
MINIMUM REQUIREMENTS TO PERFORM WORK:
- High School Diploma or equivalent.
- Two (2) years of experience performing work related to the described duties; or equivalent mix of education and experience.
Knowledge, Skills, and Abilities:
- Good verbal and written communication skills.
- Exercises discretion and sound judgment, and maintains confidentiality.
- Good organization and time management skills.
- Ability to multi-task effectively, prioritize, and learn new tasks.
- Positive interpersonal skills, ability to work in a team environment when required, high degree of tact.
- Ability to work independently and proactively, demonstrates initiative.
- Exercise independent thinking and good judgment.
- Ability to maintain confidentiality and exercise skill and discretion when handling sensitive information and data.
- Ability to prepare clear, concise, grammatically correct letters, memos, staff meeting minutes, and other written documents.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- While performing the duties of this job, the employee is frequently required to sit; talk, and hear; use hands to finger, handle, feel, or operate objects, tools, or controls; and reach with hands and arms.
- The employee is occasionally required to walk.
- The employee must occasionally lift and/or move up to 25 pounds.
- Specific vision abilities required by this job include close vision and the ability to adjust focus.
- While performing the duties of this job, the employee sits in an office or computer room.
ENTERPRISE CULTURE:
- In support of our vision, our organizational culture works to maintain a safe and beautiful community and promote sustainable projects and activities. This is done by attracting and retaining a talented and diverse group of individuals who encompass our shared values through exceptional teamwork and collaboration, innovative thinking, a commitment to professional development, and community stewardship. What makes us unique is our harmonious work environment, forward-thinking, innovative, and non-restrictive approach toward successful service deliverables and outcomes. In turn, we offer a competitive and exceptional benefits package, flexible work hours, remote work opportunities, modern office work design, green space, a brand-new public safety building, and a soon-to-come well space state-of-the-art City Hall.
MORAL CHARACTER:
- The employee must possess and continue to maintain throughout the role a commitment to the essential moral values below that build character and instill positive and healthy interactions with others (Respect, honesty, compassion, education, not harming others, hard work, kindness, sharing, and gratitude).
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- The employee regularly works in a normal office environment.
- The employee may perform some duties outdoors while conducting official business which will require limited local travel.
- Employee may be required to attend some evening and weekend meetings and may be required to assist in special events.
