What are the responsibilities and job description for the Adiministrative Assistant-Shared Facilities position at Town of Middletown, RI?
TOWN OF MIDDLETOWN, RI POSITION DESCRIPTION
POSITION: Administrative Assistant
DEPARTMENT: Assigned to Shared Facilities
REPORTS TO: Director or designee
POSITION: Administrative Assistant
DEPARTMENT: Assigned to Shared Facilities
REPORTS TO: Director or designee
GRADE CLASSIFICATION: 8
TITLE CLASSIFICATION: Administrative Assistant / Middletown Municipal Employees Association / NEARI
POSITION SUMMARY:
This position is responsible for preparing, processing, and maintaining a variety of specialized information and documentation and providing administrative and clerical support to the Director and/or Designee. The Administrative Assistant supports the department record-keeping process which includes but is not limited to the general handling and security of department records. The Administrative Assistant responds to all customer inquiries related to departmental operations, ordinances and laws, and other related issues. The position requires the application of considerable knowledge in the areas of local, state and federal laws and ordinances, policies, procedures and reporting requirements. The Administrative Assistant is responsible for providing general services and support throughout the Town/School Department as assigned. The Administrative Assistant interfaces with the public, outside agencies, employees and others daily and requires commitment to the highest quality of customer service.
- ESSENTIAL DUTIES AND RESPONSIBILITIES: The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the class, or it addresses business needs and changing practices:
- Prepare correspondence, work orders and requisitions
- Prepare federal, state and local reports
- File, scan and organize all documentation pertaining to facilities management
- Maintain all department employee records
- Maintain an updated employee roster for each building with phone numbers and scheduled times
- Comply with all School/Town policies in addition to state and federal laws and regulations
- Maintain an updated vendor contact list with name, address, phone number and area of expertise
- Assist in bill processing
- Maintain building inspection due dates and scheduling
- Maintain and update contact information for local emergency agencies
- Act as liaison with buildings and administration as needed
- Assist with staff and event planning
- Support administrators and community groups with the scheduling of buildings for use outside or school/workday
- Coordinate, log and maintain building permits
- Log and maintain annual preventive maintenance work orders
- Assist in daily work orders and building permits through the school/town software programs
- Keep custodian attendance records
- Log, maintain and schedule all personal, vacation and sick time for custodians
- Create weekly time reports
- Create weekly attendance sheets for staff including sick, vacation and personal days.
- Input attendance data into weekly attendance spreadsheets
- Assist Director of Share Facilities in daily tasks that include but not limited to writing memos, letters and other correspondence
- Field all phone call and direct them appropriately
- Create reports and charts associated with School/Town buildings
- Maintain Shared Facilities Director’s calendar
- Provides clerical and administrative support to the department head and department staff.
- Prepares, reconciles, coordinates and submits departmental invoices, bill and reports and other records using various applications as needed for Town and School
- Monitor the telephone line and assists in answering customer inquiries received in person or by telephone, facsimile, electronic mail, mail, etc., and coordinates appointments
- Attend meetings, training sessions and re-certification programs when necessary.
- Maintain a professional, friendly and safe working environment.
- Perform other duties as assigned.
- NECESSARY KNOWLEDGE, SKILLS AND ABILITIES: The following generally describes the knowledge and ability required to enter the position and/or be learned within a short period of time to successfully perform the assigned duties:
- Must possess a working knowledge of the Town of Middletown Charter and Ordinance provisions relating to the assigned Department and be able to read and interpret such provisions.
- Must have a working knowledge of the regulations and procedures of the assigned Department.
- Demonstrated ability to multitask and carry out a variety of administrative and clerical responsibilities successfully with minimal supervision.
- Ability to maintain a variety of complex records and to prepare timely reports from such records.
- Ability to understand and follow oral and written instructions.
- Must possess problem-solving skills.
- Ability to effectively interact with the public, legal and business organizations, Town Officials, and other staff members.
- Must be able to communicate effectively both orally and in writing.
- Ability to show initiative and accept responsibility.
- Must possess knowledge of general office practices and procedures.
- Must possess considerable knowledge of business English, spelling and basic mathematics.
- Must possess computer skills, including the use of word processing, and database management
III MINIMUM REQUIREMENTS:
- Graduation from an accredited High School or GED Certificate is required, may be supplemented by college degree certificate or course work in general subjects or certifications.
- Prior experience in general administrative and clerical work in a professional office environment.
- Must have prior computer and customer service experience.
- Must successfully pass a background investigation.
IV 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 accommodation may be made to enable individuals with disabilities to perform the essential functions.
- Environment: Work is performed primarily in a standard office environment with some travel to different sites; incumbents may be required to work extended hours including evening and weekends and may be required to travel outside Town boundaries to attend meetings.
- Physical: Primary functions require sufficient physical ability and mobility to work in an office setting, to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry , push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; may travel to other locations using various modes of private and commercial transportation; and to verbally communicate and exchange information.
- Vision: See in the normal vision range with or without correction.
- Hearing: Hear in the normal audio range with or without correction.
V. EQUIPMENT USED: Equipment used includes but is not limited to the following:
1. Personal computer and peripheral devices, calculator, copy machine, digital camera, telephone, telephone headset, folder, postage machine and fax machine.
The Town of Middletown is an Equal Opportunity Employer
