Administrative Assistant - Facilities - Special Part-Time

Salary: $21.60 Hourly
Location : Mason, MI
Job Type: Special Part Time
Job Number: 202400055
Department: Facilities
Opening Date: 02/28/2024
Closing Date: Continuous
Bargaining Unit: UAW
Description
**Applications are accepted until there are sufficient numbers of qualified applications or qualified candidate has been identified. The position could possibly close at any time.***
Under the supervision of the Director of Facilities, coordinates the daily work flow of the department. Provides accounting, clerical and administrative support. Receives, prioritizes and records work orders. Compiles and analyzes information for the department's accounting activities and budgets. Maintains departmental files. Serves as liaison to internal departments as well as external agencies, contractors and organizations. Maintains the department's website.
Essential Functions
1. Receives, prioritizes and dispatches staff on work orders for County Departments and partners. Keeps log of work orders and prepares summary report. In the absence of the Managers, assign work orders, take calls, answer questions and assist staff. Assist Managers; answer questions, gather and compile information on projects, purchase orders and contracts as needed.
2. Performs and maintains accounting & budgetary functions for the Facilities Department. Responsible for data entry of accounting transactions, computation & distribution of charges and/or credits and of auditing accounts for maintenance funds. Assists in preparing reports and information regarding the departmental budget.
3. Receipts, cross-references and arranges payment of invoices utilizing computerized system. Enters purchase orders and tracks expenditures against the Facilities Department budget.
4. Performs data entry of invoices, purchase order requisitions, and reports. Initiates various reports from data entry such as budget status and attendance reports.
5. Initiates, processes and maintains contracts for the Facilities Department including contracts on building systems, equipment, construction projects, and contractual services. Maintains contact with legal counsel regarding contracts and coordinates payments for these contracts.
6. Issues gate cards and ID Card Access. Acts as Software administrator utilizing the Premisys, Galaxy or Bosch software; create and assign ID access cards at the request of departments. Add or delete access as needed per the request of the department. Create access groups, group schedules. Verifies card access and runs reports. Coordinates with the City of Lansing for the issuance of monthly parking passes.
7. Maintains department personnel records and files, accident reports, disciplinary actions and other documents including electronic and paper copies. Reviews and processes payroll, and Personnel Action Requests using computerized system as well as assisting with the pre-employment process. FMLA tracking and notifying managers if there are discrepancies. Receives and distributes paychecks.
8. Performs secretarial functions for the department, includes taking minutes at various meetings. Uses a variety of software programs to provide secretarial support including typing, compose and preparing documents, data entry, proofreading, filing, copying, scanning, faxing, processing incoming mail, distributing outgoing mail and other clerical functions. Receives telephone calls and walk-in visitors and responds to inquiries, requests for services, and complaints.
9. Schedules conference rooms for various County and non-profit organizations, including set-up and video equipment requests. Also schedules teleconferencing.
10. Maintains the department's website. Dept. Meeting Scheduling & Dept. Zoom Admin.
11. Maintains relationships with vendors and orders supplies including janitorial, office, maintenance supplies, office equipment, and cell phones. Distributes and maintains list of cell phones
.12. Department Procurement Card Coordinator. Verifies all p-card documents from all department staff, verifies accuracy, data entry for submission to Financial Service Dept.
13. MUNIS Contract Module Assist. Attend MUNIS training, with the Director's approval assist other department administration with training their staff on the contract module in MUNIS, answer contract module related questions and walking them through the process to solve the issue.
14. Review Building Authority Minutes. Reviews the minutes for invoices to pay, approval of; contracts, purchase order, projects or change orders. Collects necessary documents and carries out approved tasks. Works with Financial Services and the Treasurer's Office to ensure retainage is placed into an interest bearing account. Works with Budget Office for the transfer of funds.
15. Acts as back-up for the Controller's Secretary will answer Controller's phone line, answer emails, cover Building Authority meetings to take minutes; gather, assemble, post and send out agenda for the Building Authority as needed.
Other Functions:

• Performs other duties as assigned
• Must adhere to departmental standards in regard to confidentiality and other privacy issues.
• Ability to meet deadlines in a timely manner, change focus on projects as needed and multitask.
• Dependable and regular attendance required.
• Ability to handle stressful situations on an occasional basis
• Ability to maintain excellent customer service during stressful situations.

(The above statements are intended to describe the general nature and level of work being performed by the people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.)
Employment Qualifications
Education: A high school diploma plus the equivalent of 12 college credits in Accounting, Bookkeeping or a related field is required.
Experience: A minimum of two to three years experience is required. Experience in accounting, bookkeeping or a related field is preferred.
Other Requirements: None
(The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.)
Requirements and Working Conditions
Working Conditions:

1. This position works in an indoor environment. There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.
2. This position is required to travel for meetings and appointments. Some appointments may be held at personal residences where levels of cleanliness and safety vary.

Physical Requirements:

• This position requires the ability to sit, stand, walk, balance, twist, bend, stoop/crouch, squat, kneel, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers.
• This position's physical requirements require periodic stamina in standing, walking, twisting, bending, stooping/crouching, squatting, lifting, carrying, pushing, pulling, reaching, grasping, handling and pinching.
• This position's physical requirements require regular stamina in sitting, and enduring repetitive movements of the writs, hands or fingers.
• This position performs medium work requiring the ability to exert between 20-50 pounds of force in the physical requirements above.
• This position primarily requires close visual acuity to perform tasks within arm's reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, etc.
• This position requires the ability to communicate and respond to inquiries both in person and over the phone.
• This position requires the ability to operate a PC/laptop and to enter & retrieve information from a computer.
• This position requires the ability to handle varying and often high levels of stress.

(This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.)
October 2021
UAW G
This position is benefited and is subject to the UAW GROUP CBA.
Ingham County offers a wide range of benefits to support you in your career. View the for more information.
The current group contract can be viewed
01
Do you have a High Diploma or equivalent education and at least 12 college credits or the equivalent of 12 college credits in Accounting, Bookkeeping or a related field?

• Yes
• No

02
Did you submit your transcripts or certificates showing that you have at least 12 college credits or the equivalent of 12 college credits, if not please explain why.
03
How many years of experience in accounting, bookkeeping or a related field do you have?

• I have no experience
• i have 6 months of experience
• I have 1 year of experience
• I have 2 years of experience
• I have 3 years of experience
• I have 4+ years if experience

04
Briefly describe your accounting, bookkeeping or related field experience, if not applicable type N/A.
05
Did you submit your cover letter and resume?

• Yes
• No

Required Question