Assistant, Administrative (Maintenance)

SUMMARY

The Administrative Assistant, Maintenance works directly under the supervision of the Superintendent, Maintenance and is responsible for providing confidential and routine clerical and administrative support to the Superintendent, Maintenance, and staff within the Maintenance Division.

ESSENTIAL DUTIES AND RESPONSIBILITES (Other duties may be assigned as needed)

1.    Log work orders.

2.    Close work orders and calculate daily hours and parts.  

3.    Act as custodian of department documents and records; establishes and maintain filing system, control record, and indexes using moderate independent judgement. 

4.    Schedule preventive maintenance on City vehicles and equipment by phone/email. 

5.    Responsible for final approval of timesheets. 

6.    Answer and channel all incoming calls and /or provide information as required. 

7.    Act as point of contact for insuring all City Fleet vehicle/equipment through the Municipal League Vehicle Program. 

8.    Responsible for yearly assessment and renewal of all City Fleet. Keep spreadsheet of added/deleted fleet with dollar amount to assist Accounts Payable with payment renewal. 

9.    Prepare necessary paperwork for vehicles and equipment titles and registrations to mail off to the state in a timely manner. Make sure all original documents are sent to the City Hall to be filed in Vault

10.    Attend meetings and workshops as needed to enhance knowledge of work. 

11.    Proficient in Microsoft applications and internet navigation. 

12.    Administrator of IWORQ software that will be used in the Maintenance Division.

13.    Light cleaning of office, breakroom, & restrooms.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school degree or GED; twelve to eighteen months related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of an organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear.  The employee is frequently required to sit and taste or smell.  The employee is occasionally required to stand, walk, use hands to finger, handle or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch or crawl.  The employee must occasionally lift and/or move up to 100 pounds.  Specific vision abilities required by this position include close, distance, and color vision, depth perception, peripheral vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the incumbent is exposed to outdoor weather conditions, extreme heat and cold and wet or humid conditions (non-weather related).  The incumbent works in high precarious places, near moving mechanical parts, is at risk of electrical shock and/or vibration.  The incumbent is exposed to fumes and airborne particles and toxic or caustic chemicals.

The noise level in the work environment is usually loud.

This job specification should not be construed to imply that these requirements are the exclusive standards of the position.  Incumbents will follow any other instructions and perform any other related duties as may be required by their supervisor.

* Safety sensitive position includes, but is not limited to, any job, assignment, rank or title where any of the following apply:

Subject to drug and alcohol testing or restrictions promulgated by the US. Dept. of Transportation; involves carrying, repairing, transporting or keeping of firearms or ammunition; includes performing any medical or life-saving procedures, or responsibility for procuring, storing, transporting, dispensing or administering any drugs or medical supplies or equipment; involves working with confidential information, documents or material pertaining to criminal investigations; procuring, storing, transporting or otherwise working with hazardous or flammable materials, controlled substances, food or electricity; involves operating, repairing, maintaining or driving heavy equipment, machinery, aircraft, motorized watercraft or motor vehicles, or working in close proximity thereto; a momentary lapse of attention may result in grave and immediate danger to the public, self or fellow employees; requires engaging in any other activity in which the employee is responsible for his or her own or other people's safety.

*Weather Essential position includes employees are declared to be all sworn police officers, all sworn firefighters, dispatchers, emergency road crew employees in the Street Department, and electrical personnel in the Electric Department.

*Civility and Professionalism- The City of Siloam Springs is a team-based service organization.  Maintenance of good internal morale is essential to the City’s success.  An employee is required to maintain professional and ethical behavior and act with integrity in all matters.  The City of Siloam is committed to providing a work environment that is free from bullying, harassment, intimidation, abusive language, gossip, employees spreading discontent or exhibiting any behavior that is disruptive to the workplace and contrary to the City’s mission.

*Regular Attendance- Punctual and regular attendance is an essential responsibility of each employee at the City of Siloam Springs. Employees are expected to report to work as scheduled, on time and prepared to start working. Employees also are expected to remain at work for their entire work schedule. Late arrival, early departure, or other absences from scheduled hours, that are not pre-approved or are excessive are disruptive and are to be avoided