Title: Administrative Assistant, Facilities & SafetyLocation: Support Services, 12855 E.
Adam Aircraft Circle, Englewood, CO 80112 Reports to: Manager, Facilities & SafetyFLSA Status: Non
– Exempt, full-time (40 hours)Pay Rate: $19.40
– $24.20 Purpose: Provides advanced administrative assistance and operational support to the Facilities and Safety department manager and leadership team while using independent judgment and discretion to plan, prioritize and organize a diversified workload.
Oversees and manages the priorities and work activities of assigned area and ensures compliance with all assignments.
Essential Duties and Responsibilities:35% ADMINISTRATIVE SUPPORT
– Provides administrative assistance by handling meeting coordination, creating agendas, scheduling meeting areas, compiling meeting minutes, monitoring e-mail and correspondence, researching information, assisting with budget tasks, creating routine and non-routine communication, handles information requests, and maintains a current portfolio of various reports to maximize the effectiveness of the Manager.
Conducts assigned research, file management, prepares reports and presentations, orders supplies/apparel and equipment to maximize the effectiveness of the department.
35% DEPARTMENTAL SUPPORT
– This position supports and participates in the competitive bid requirements.
This position reviews, obtains, organizes and files various reports and documents with a variety of internal and regulatory requirements.
Updates and maintains current records for vendor contacts, vendor compliance records, key issuance records/inventory, fob issuance records/inventory, alarm code issuance records/inventory, safety meeting rosters, training records, fleet maintenance & driver records, facility maintenance & bldg.
inspection records, first aid supplies, accident records, Safety Data Sheet’s on all consumable products and furniture inventory records.15% REGULATORY PERMIT/CERTIFICATE SUPPORT
– Coordinates with the facilities and safety leadership team to obtain and file current certificates, permits and other regulatory documents needed to comply with all regulatory requirements.
15% FINANCIAL RECORDS PROCESS SUPPORT
– Generates monthly budget reports, processes invoicing, expense reports, reconciling P-card statements, fuel receipts, mileage reports, prepares requisitions, obtains purchase orders and maintains project list/s.Performs other related duties as assigned and requested.
Other Duties and Responsibilities: May participate in special projects or coordinate activities.May provide back-up coverage for other departments.May take field trips to provide meeting minutes support or other support services.Provide Notary Public services as required by department leadership.Minimum Qualifications: One year of similar or related experience for example, coordinating activities, project assistant, office assistant.
Intermediate technology skills, including file management, file sharing, Office 365, Microsoft Word, Excel, Windows, PowerPoint, and Outlook.Maintain Notary Public certification/License (or obtain within 90 days).Well organized with very good file management skills (physical & paperless).Ability to maintain confidential information.Ability to successfully work with people of all ages and diverse backgrounds.Strong attention to detail and organizational skills.Demonstrate enthusiasm for an environment of constant change.Ability to provide outstanding service to internal and external customers.Strong verbal and written communication skills.Ability to travel between facilities.Ability to work a flexible schedule in order to prepare for and assist in meetings/events that may deviate from normal weekly schedule.Strong time management skills.Ability to work effectively with multiple interruptions and fluctuating priorities.Preferred Qualifications: Previous Administrative Assistant experience in a facilities or maintenance environment.Work Environment: Will report to work 5 days, 40 hrs.
a week, (Support Services in Englewood, CO) The essential duties for this position are performed in an indoor office environment.Moderate noise (computers, phones, printers and people interactions).Temperature varies from 68 to 80 degrees FahrenheitAbility to work in confined areas.Ability to work both inside and outside in all types of inclement weather conditions as needed.May be required/scheduled to work an occasional weekend or weekend day as needed.Physical Activities:Physical activities required to perform essential duties include:Must be able to remain in a stationary position 50-75%of the time.
Must be able to move around 25-50% of the time.Ability to lift up to 20 lbsAbility to carry up to 20 lbsAbility to push and pull a cart weighing up to 100 lbsAbility to kneel, crouch, reach and stoop 25% of the time.Lifting above your waist, head etc.
up to 20 lbs.Use of hands, fingers, and grasping of files, books, with repetitive motion.Frequency or repetitive actions which includes typical filing, using a computer, and mouse.Bending, grasping, stretching without limitations which includes computer usage.This job description describes the general level of work being performed and is not necessarily an all-inclusive list of job-related responsibilities, duties or aspects associated with the job, and may be amended anytime based on business need.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.Inclusion and diversity are part of our values at Arapahoe Libraries.
Qualified applicants who represent the diversities of the communities we serve are encouraged to apply.