910-Building Maintenance - 2035-910 Operations Specialist

Local 652; Laguna Woods (CA); Hybrid; USD 36,000 - 60,000; Full time

Job summary

Local 652 is seeking an administrative assistant to coordinate schedules for directors and managers, liaise with vendors and residents, and prepare routine communications. The role requires strong clerical skills, the ability to type 55 wpm, and experience working with the public in a business environment.

Duties include note-taking, report preparation, and maintaining records; occasional driving to meetings may be required.

Qualifications

• Graduation from high school supplemented by courses in business.
• Experience dealing with the public in a business environment, keyboarding and clerical work.
• Ability to type 55 words per minute.
• Ability to take notes and transcribe rapidly and accurately.

Responsibilities

• Coordinates and schedules appointments for Assistant Directors, Managers, Operations Supervisors, and/or Coordinators.
• Coordinates, schedules, and tracks union personnel, inspector, and contractor work activities.
• Prepares documentation to obtain permits from public agencies.
• Maintains office files, posts data to records, and prepares complex reports.

Skills

Typing 55 wpm

Scheduling

Communication with public

Customer service

Education

High school diploma with business courses

Tools

PC software

Job description

JOB SUMMARY:

Under general supervision, assists with coordination of services provided by staff, vendors, and contractors, schedules appointments, gives information to callers, prepares written communications, reviews reports, maintains data and records files and otherwise relieves supervisor of clerical work and minor administrative and business detail; and performs related work as required. Work involves regular contact with other divisions, departments, residents, vendors, contractors, and the public.

ESSENTIAL FUNCTIONS:

Coordinates and schedules appointments for Assistant Directors, Managers, Operations Supervisors, and/or Coordinators. Assists with the coordinating, scheduling, and tracking of union personnel, inspector, and contractor work activities. Processes work orders for outside contractor work. Maintains records of inspection findings, work orders, and contractor work completions. Reviews, codes and compiles vendor/contractor invoices for approval by supervisor/manager. Prepares documentation to obtain public agency permits.

When reporting to the Assistance Director of Maintenance and Construction, this position will manage the Assistant Directors schedule, and assist them in during daily activities including note taking, report creating, information gathering, and task follow-up. Other duties as assigned.

Visits sites within the Community to observe and report on property conditions. Gathers material for reports, forms, and summaries; checks against records to secure complete and accurate information. Under direction, prepares requisitions for contractor services, materials and equipment.

Takes notes and transcribes into letters, reports, memorandums, and other material. Composes and types form letters of a standardized nature for review by a superior. Types a variety of materials from draft copy, notes or detailed instructions.

Maintains office files, posts data to records, compiles and computes data from files and other sources in preparing complex reports. Prepares and maintains moderately complex fiscal, operating and other records.

Provides information to the public concerning rules, regulations and activities of operations departments. Refers difficult and unusual problems to an appropriate supervisor.

Assists in the preparation and distribution of agendas and supporting materials for department staff and safety meetings. Takes notes, transcribes, and distributes minutes and related information.

Drives a vehicle to meetings, workshops, and other job related responsibilities.

Regular attendance required. All duties performed on-site for the Community. Works effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listens to and objectively considers ideas and suggestions from others; keeps commitments; keeps others informed of work progress, timetables and issues; addresses problems and issues constructively to find mutually acceptable and practical business solutions; addresses others by name, title or other respectful identifier; and respects the diversity of our workforce in actions, words and deeds.

NON-ESSENTIAL FUNCTIONS:

Maintains appointment schedules, screens and refers callers, and provides detailed responses to information requests about programs and activities.

EQUIPMENT OPERATED:

Vehicle, computer, calculator, fax machine, copier, printer.

WORK ENVIRONMENT:

While performing the duties of this job, the employee typically is in a climate-controlled indoor office though some duties may involve short-term duties outside of office.

DESIRABLE QUALIFICATIONS:

Graduation from high school supplemented by courses in business. Experience in dealing with the public in a business environment, keyboarding and clerical work or any equivalent combination of education and experience which produces the following:

• Knowledge of the occupational hazards and safety precautions of the job.


• Knowledge of PC and applicable software programs.


• Knowledge of modern office equipment, practices, systems and procedures.


• Knowledge of secretarial practices and procedures.


• Knowledge of basic maintenance and construction practices and procedures.


• Ability to handle multiple tasks during the work day.


• Ability to communicate effectively with various levels of management and the public.


• Ability to prepare routine reports and answer questions from records.


• Ability to read, understand, interpret and explain rules and regulations.


• Ability to type 55 words per minute.


• Ability to take notes and transcribe rapidly and accurately


• Ability to relate to the needs and concerns of senior citizens.


• Ability to maintain effective working relationships with co-workers, the public and to deal with public relation problems courteously and tactfully.


• Ability to pass respiratory pulmonary function test.


• Ability to pass qualitative and/or quantitative respirator fit test.

SPECIAL REQUIREMENTS:

Possession of a valid California Driver’s License.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to talk, hear, and use hands to finger, grasp, feel and reach. The employee is regularly required to sit for long periods of time (up to 7 hours) and use repetitive motion to operate a keyboard for long periods. The employee is occasionally required to kneel, pull, push, stoop, and lift and carry up to 10 lbs.

MENTAL REQUIREMENTS:

While performing the duties of this job the employee reads, solves problems, performs detail work, multiple concurrent tasks, uses verbal and written communication skills, and has frequent customer contact and constant interruptions. The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.