Corporate Values: Integrity, Respectful, Leadership, Sustainable

Position Summary: Performs a variety of complex, technical and support duties requiring independent judgment and action. The employee is responsible for carrying out routine support duties within the rules, regulations, and procedures of the Corporation and Department.

Reports to: FACILITIES MANAGEMENT DIRECTOR

OVERVIEW

This position assists the Facilities Management staff by researching, reviewing, and verifying data prior to action or dissemination.

This position assists the Facilities Program Manager in the administration and oversight of department budgets. Must be conversant in financial services and controls (monthly budget documents and maintenance of various types of budget related revision systems).

SUPERVISION RECEIVED AND EXERCISED: Non-exempt, non-supervisory position.

EXAMPLES OF DUTIES

Composes non-routine letters; proofreads and sends out correspondence; routes incoming departmental mail and correspondence not requiring a supervisor’s attention to the proper officials for action.

Work with JADE application in the preparation of travel requests for the department. Assists in making travel arrangements in compliance with Corporate and State travel policies and procedures and insures that all paperwork is complete for processing travel.

Processes/tracks purchase requisitions in JADE as necessary.

Assist Facilities Program Manager by reviewing, researching, and preparing supporting documentation for Budget Revisions, General Ledger Reclassifications, Payroll Reclassifications, etc.

Organizes and maintains the files and records for all of Facilities Management documents stored with AHFC’s Record Center and the State Archives.

Responsible for the routine administrative type duties for departmental activities, such as copying, filing, procurement, routing incoming department mail and correspondence.

Work with spreadsheets and other advanced technical software. Prepare statistical charts and reports,

may have extensive daily data processing activity, including compiling and inputting data; gather other source material for preparation of reports and other matters; assist in editing and writing copy. Ensure that associated paperwork is completed in conjunction with corporate policies and applicable Statutes and regulations.

Assist with proofreading budget and construction documents and publications, identify discrepancies or inaccuracies in data, and make corrections. Recommends corrections for grammar, spelling, and mathematical calculations.

Reviews and processes contractor's certified payrolls.

Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: Principles, practices and procedures of Corporation management and business administration, efficient office management, computers, travel and techniques of supervision. Basic accounting, analytical and statistical techniques, writing principles, and proofreading techniques.

Skills and Abilities: Windows Operating System Personal Computers (PC) or compatible and proficiency in Windows software applications including current versions of Microsoft Office software applications: Excel, Word, Access, and PowerPoint. Proficient with the use of other office equipment such as: printers, facsimile, copier, and telecommunication systems. Must possess above average communications skills and be familiar with both data entry and retrieval. Interpersonal skills will be utilized on a daily basis through interaction with a diverse cross-section of people and organizations.

Minimum Requirements

MINIMUM QUALIFICATIONS:

Associates degree from an accredited college in accounting, public administration, or closely related field and three or more years of progressively responsible experience as an administrative assistant working in an increasingly technical capacity.

Must be proficient with the use of: Excel and Word

Substitutions: Additional progressive administrative assistant experience may be substituted for college on a year for year basis.

This is a level 14 position with an annual salary of $45,632.07 (26 pay periods). Excellent benefits package.

All external applicants tentatively selected for this position shall be required to submit to urinalysis and breath alcohol testing to screen for illegal drug/alcohol use and complete a pre-employment physical prior to appointment.