Administrative Assistant - Facilities Maintenance

SUMMARY

The Administrative Assistant will perform the duties of Administrative Assistant and Program Director for GTB Maintenance. Provide administrative support for the Department Manager and Maintenance Department Supervisor, as well as provide supervision to the 2nd shift staff.

MINIMUM QUALIFICATIONS

• High School Diploma or GED.
• Two years of experience in Office Management or Program Director.
• Two years of supervisory experience.

• Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• • Must be punctual, self-starter, have excellent organizational skills and ability to work well with others.

• Must be able to communicate effectively and in writing with all staff, visitors, supervisors and all that may enter Maintenance offices.
• To be present at work from 8:00am to 5:00pm, Monday through Friday.
• Maintain the highest level of confidentiality on all matters.
• Coordinate the confidential shredding including but not limited to scheduling and notification.
• To comply with all Grand Traverse Band policies and procedures.
• Assist Department Manager to solve problems consistent with the Personnel Policy
• Run reports and related documents in the Computerized Maintenance Management System (CMMS). Responsible for manual work orders intake, create work order and disburse to the Maintenance Supervisor when the CMMS is down.
• Answer all calls to maintenance department, route to voice mail or take a message and forward to proper personnel.
• Develop and maintain filing system for invoices and match invoice to purchase order.
• Develop and maintain filing system for program related activities for reporting purposes of the Department Manager.
• Enter all program budgetary forms in New World System, e.g., purchase requisitions, budget modifications, mid-year requests, and check request, etc.
• Monitor all programs expenditures for the Space Cost budget.
• Assist with the development of the Space Cost budget.
• Review, suggest and/or create and develop procedures, methods, forms and logs to promote greater efficiency in executing the daily operations of the Maintenance Department.
• Complete and conduct annual performance evaluations for 2nd Shift Utility Workers.
• Be available for training to update skills and other skills necessary for growth of the position.
• Conduct formal in-house training in related field.
• Monitor cleaning supply inventory to ensure enough stock is readily available for daily operations.
• Prepare absentee slips, when necessary; purchase requisitions, attendance reports, check requests, employee requisitions, and then disperse to proper department or personnel.
• Prepare purchase orders for signatures and track purchase orders as necessary.
• Prepare timecards for department. Review timecards and ensure accuracy of timesheets for approval for housekeeping staff.
• Keep department files and vendor lists up to date.
• Maintain program book or electronic type file.
• Maintain Uniform Program, e.g., organize uniform room, order and assign uniforms, collect garments upon employment separation, etc.
• Proof read and types memos and reports for Maintenance Supervisor and Department Manager.
• Will assist (when necessary) with the coordination for times of service, deliveries, and placement of products ordered to complete assignments.
• Organize and update employee, public and safety informational boards with new information.
• Responsible for adherence of the GTB Flag Protocol to include notifying appropriate staff on displaying the Tribal and US flags due to unforeseen circumstances.
• Ensure new employee's sign and fill out all forms necessary for interdepartmental needs.
• Other duties as assigned by your supervisor that are appropriate for the position.

OTHER SKILLS AND ABILITIES

• Must have excellent verbal and written communication skills.
• Must have excellent interpersonal skills with demonstrated patience, tact and respect.
• Must have exceptional detail and follow-up skills.
• Ability to quickly evaluate alternatives and decide on a plan of action.
• Must have proficiency in computer literacy, preferably in Microsoft Windows, Word, Excel, Outlook, and other Microsoft office products and database applications.
• Must have good time management and organizational skills.
• Must apply safety rules and regulations while working on projects inside or outside of buildings where employees are working.
• Must have knowledge of business and accounting system and methods.
• Ability to work with minimum supervision.
• General proficiency in leadership, management skills and techniques.
• Must have CPR and First Aid Certification.
• Must understand, implement and train housekeeping staff of OSHA rules and regulations.
• Must be able to work with and coordinate with the Maintenance Supervisor when assistance is needed due to lack of staff.

EDUCATION AND/OR EXPERIENCE

• High School diploma or GED.
• Two years experience in Office Management or as a Program Director.
• Must have prior management experience.

SUPERVISORY RESPONSIBILITIES

Direct supervision of 2nd Shift Utility Workers.

EQUIPMENT TO BE USED

All basic office equipment, i.e., computers, printers, fax machines, phone systems, answering machines, typewriters, etc. Overhead projectors to assist other personnel with training.

TYPICAL PHYSICAL DEMANDS

• Work requires sitting, reaching, walking and lifting cases of paper products, including office paper.
• Must be able to work with minimal interruption.

WORKING CONDITIONS

• Typical office environment in a climate-controlled Maintenance building.
• May be subjected to typical construction noise due to the maintenance workshop being near office.
• May be asked to travel to meetings and assist with meeting set-up.

COMMENTS

Native American preference will apply. Must be willing and able to pass a background investigation and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy regarding confidentiality is a must.

The above statement is intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time. Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources.

Current Openings for Administrative Assistant Facilities Maintenance Jobs at Grand Traverse Band of Ottawa and Chippewa Indians