Administrative Assistant - Physical Plant

Job Responsibilities

General and complex clerical work in keeping files and invoices current while assisting in the administration of the standard operating procedures of the department. Coordinates general administrative, business management and/or support activities related to fiscal management, personnel management, procurement, supply services, auxiliary services, etc. Develops and monitors compliance with annual budgets; consults with program personnel regarding the availability of funds and preparation of funding requests. Assists with the Comprehensive Permanent Improvement Plan (CPIP) and other miscellaneous projects. Coordinates personnel activities for the department; serves as resource person on personnel policies and procedures.

Job Functions

• Coordinate, organize, and accurately maintain departmental files and procurement for the Physical Plant Department, which includes the Director of Project Management, Assistant Facilities Director, Grounds Manager, HVAC Manager, and Inventory Manager. Maintain the director's schedule including appointments, vendors, meetings, assist with completing time sensitive actions, and planning events, such as Active Shooter training, divisional meetings, etc. Coordinate personnel activities and serve as a resource for personnel policies and procedures.
• Execute other duties as assigned by Director.
• Remain current with federal and state agencies to ensure department and FDTC are both in compliance with codes and regulations. Includes coordinating and maintaining Safety Data Sheets (SDS) and disposal records for administrative departments and academic laboratories throughout FDTC. Prepare all applicable reports as required for compliance. Schedule and administer fire drills quarterly for campuses. Act as the Emergency Preparedness Coordinator during disasters and/or emergencies if FDTC is a Resource Staging Area.
• Review budgets and consult with departments regarding the availability of funds. Assist in preparing departmental budgets. Manage documents, order and manage office supplies, campus paper products, keys, safety items, dispensers, flags, and other products to maintain continuity.
• Accurately maintain and monitor FDTC's Computerized Maintenance Management System. Prioritize incoming preventative maintenance and emergency work orders. Act as a point of contact for work requests, perform audit of work orders to assess data integrity and alignment with KPI goals and objectives. Apprise requestors of status, schedules and changes. Input costs as applicable. Create reports tracking work order performance and trends.
• Accurately maintain data for annual security reporting, issuing vehicle decals, processing parking tickets, incident reports, and life safety equipment. Assist with the annual Comprehensive Permanent Improvement Plan (CPIP) and other miscellaneous projects.

Minimum And Additional Requirements

High School diploma and work experience that is directly related to the area of employment. A bachelor's degree may be substituted for the related work experience.

Preferred Qualifications

Prefer a High School diploma plus four (4) years of relevant experience in business management, public administration; construction, maintenance, or purchasing administrative position in a customer oriented high stress environment. A bachelor's degree may be substituted for two (2) years required work experience. Must be well organized; be able to communicate effectively and maintain good working relationships with college employees, vendors, and contractors; must be able to work efficiently and with minimal supervision. Knowledge of policies, procedures, rules and regulations related to the specific administrative function. Knowledge of governmental fiscal and personnel procedures, practices and policies. Knowledge of modern office practices, procedures and equipment. Ability to coordinate diverse administrative functions; ability to establish and maintain effective working relationships; ability to plan, organize and supervise the work of subordinate personnel. Operations of Microsoft Office and SchoolDude a plus.