Facilities Maintenance - Administrative Assistant - Facilities Maintenance

Administrative Coordinator Under general direction, performs advanced administrative work in support of the Department Director. Oversees contracts for capital projects and facilities maintenance and assists with the preparation of Request for Qualifications (RFQ), Request for Proposals (RFP), and bid packets. Processes and assigns work orders and provides administrative coordination for facility maintenance activities. Performs work requiring independent judgment and makes limited policy interpretations and decisions in accordance with department standards and procedures. May exercise technical and functional supervision over lower-level staff. Answer phones and provide customer service to internal clients (other City departments). Process incoming work order requests; perform data entry into the Work Order software and assign work orders to the appropriate facility team. Open, sort, and distribute mail. Process purchase requisitions, payment invoices, and check requests in compliance with all City policies and procedures. Draft, route, and process construction contracts, maintenance agreements, and professional services contracts. Prepare routine and special reports; maintain a comprehensive filing system of the same. Assemble, organize, and tabulate statistical data. Maintain and control files of construction and maintenance projects. Assist with the annual budget development. Perform other job related duties and responsibilities as assigned. Knowledge of: Administrative practices and procedures. Principles of effective office management. Departmental policies, functions and procedures. Basic accounting procedures. Skill to: Create documents, presentations, and spreadsheets using Microsoft Office products. Use "cloud-based" operations software for the efficient flow of work within the department. Ability to: Operate office and computer equipment, including basic business/office software programs including MS-Word, Excel and Outlook. Perform responsible administrative work with accuracy, speed, and minimal supervision involving the use of independent judgment and personal initiative. Develop and maintain an efficient record keeping system. Communicate clearly and concisely, both orally and in writing. Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally. Follow and embrace the City of Abilene Core Values Respect, Integrity, Service Above Self, and Excellence in All We Do. Lead, manage, and perform as a team member in a manner that accomplishes the Division's mission and treats team members with dignity, courtesy, and respect. Experience and Training Guidelines: For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through: Experience: Two years of experience in administrative coordination work is preferred.