Administrative Assistant for Facilities and Operations performs a wide variety of complex administrative assignments for the department head including initiating and preparing correspondence and reports, maintaining an office filing system and preparing forms and other documents; may take notes and produce typed materials there from, with speed and accuracy; and may supervise clerical staff. Duties are descriptive but not restrictive.

Support Director of Facilities and Operations in the daily functions of the department. Duties require independent judgment with an understanding of Facilities and Operations Department functions, procedures, and terminology.
Provide financial management support for the department which includes all accounts payable, project accounting, bidding management, and vendor management. Monitor expenditures versus account fund balances and project budgets.
Develop and maintain spreadsheets to track and analyze a variety of performance indicators for the department including utilities and energy consumption, work management, timekeeping, project scheduling, and expense management.
Prepare and file compliance reports to regulatory authorities, as required.
Manage department timekeeping system. Review exceptions and discrepancies with employees prior to final submission for payroll approval.
Facilitate use of County facilities, particularly the Ahern Building, by the County and members of the public. Manage policies, reservations, rental agreements, key management, and payment for the use of the facilities.
Assist in development and management of departmental policies and procedures; maintenance of procedure manual covering all related duties.
Participates in all staff meetings and training required by the department.
Serve as administrator of computerized maintenance management system (CMMS) and conduct departmental staff training. Coordinate with County staff to review appropriateness of work requests when work requests conflict with Facilities policies and overall County goals. Review and delegate work requests to Facilities Technicians based on area of responsibility and availability.
Maintain Department of Facilities and Operations electronic and paper files as required, including but not limited to financial management, compliance recordkeeping, and project documents.
May assist Director of Facilities and Operations in preparation of annual budget and other planning documents.
Maintain financial and/or program records; performs arithmetical computations, including department payroll, accounts payable and receivable, perform purchasing functions for department, compile budget data and information.
May receive, open, screen and distribute mail to proper persons; receive telephone calls and furnish assistance to callers and office visitors, as well as answer incoming calls.

Other Functions

Coordinate communications and tasks for projects being managed within the Facilities and Operations department.
Performs other duties as assigned.

A candidate for this position should have an Associates Degree in Office Administration or Business Administration, with three to five (3 - 5) years of administrative experience, or any combination of education, training and work experience as would demonstrate possession of the required knowledge, skills and abilities to perform the work.

A candidate for this position should have a thorough knowledge of Business English, and/or legal terminology, spelling and arithmetic; modern office equipment, practices and procedures. A candidate should have the ability to make arithmetical computations and tabulations with speed and accuracy, type at least fifty (50) to seventy (70) words per minute, to maintain confidential information, keep complex clerical records, and prepare accurate reports from such records, demonstrate personal computer proficiency in office software products, prepare effective correspondence on routine matters and perform routine office management details without referral to a supervisory, and establish and maintain effective working relationships with other employees and the general public.

Maintain and demonstrate the highest degrees of honesty, respect, and consistency throughout all interactions.

Equal Employment Opportunity

Mandatory post offer physical and drug testing for new hire. Criminal records check required.

Sullivan County

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