Administrative Assistant - Facilities Maintenance

Summary

Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

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

• Receives and responds to calls, record messages and/or transfers call to appropriate staff.
• Use MS Office, proficient with Excel/Word to complete reports and correspondence..
• Maintain and/or organize paper and electronic filing systems, recording information, updating paperwork, maintaining documents such as attendance records, correspondence, or other material.
• Operate office equipment, such as fax machines and copiers, and arrange for repairs when equipment malfunctions.
• Assist director of maintenance with support as needed, budget preparation, maintenance repair scheduling, etc.
• Complete forms and documents in accordance with company procedures/policy.
• Schedule and confirm appointments as required.
• Monitor daily ADP timekeeping system and complete absent/tardy forms as indicated; assist with payroll processing for the department.
• Assist director of maintenance, assistant director of maintenance and director of horticulture with clerical/reporting duties and support as needed.
• Ensure employees in departments have complied with training as required.
• Safety Committee Duties:
• Create and organize monthly safety committee meetings.
• Email safety committee meeting members reminders for monthly meetings, as well as setting up annual meeting schedule and arranging for the meeting locations.
• Record meeting minutes and distribute them to the committee members prior to meeting dates.
• Secure copies of Personal Injury/Illness’ reports from Uwe Roggenthien for review at monthly safety meetings.(Non-employee reports)
• Maintain Safety Log and update weekly to ensure tasks are completed and date recorded. (Log is used for annual State Insurance reporting)
• Create Work Orders in HOTSOS of safety concerns from the Monthly Safety Sheets.
• Notify the appropriate Director of prominent Safety concerns.

• Complete appropriate trainings listed on the human resources Training Matrix
• Adhere to Wheeling Park Commission’s safety rules and policy; refer any and all safety concerns to department manager, safety committee or human resources.
• Interact with the public with a cheerful and positive attitude, solve guest problems and complaints in a proper manner, and maintain harmonious working relationships with fellow employees.

Education and/or Experience

Associate degree or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.