Facilities Administrative Assistant

Jamestown--yorktown-Foundation; Williamsburg (VA); On-site; USD 40,000 - 45,000; Full time

Job summary

Jamestown-Yorktown Foundation, located in Virginia, seeks a Facilities Administrative Assistant to provide administrative, purchasing, and operational support to the Facilities Department. The role handles purchase orders, invoices, P-Card transactions, budgeting, and vendor records, and tracks work orders.

You will also support staff by creating and presenting materials for training and meetings, and serve as the main point of contact for museum events to coordinate requests and resources with

Qualifications

• Customer service principles and processes for internal/external service quality.
• Office administrative functions and clerical procedures experience.
• Budgeting/accounting tasks with attention to detail.
• Proficient in MS Office and CMMS; able to use standard office equipment.
• Clear written and oral communication; report creation and meeting preparation.
• Use critical thinking to evaluate situations and make informed decisions.
• Strong organization to manage multiple priorities and deadlines.

Responsibilities

• Provide admin, purchasing, and operational support to Facilities; process POs, invoices, and card transactions; track budgets and asset/vendor records.
• Monitor work order system to assign and track maintenance requests and manage surplus property.
• Coordinate events, prepare materials for training/meetings, and serve as main contact for events for Facilities staff.

Skills

Customer Service

Administrative Practices

Finance

Technology

Interpersonal Relationships and Commun

Decision Making

Time Management

Tools

MS Office Suite

CMMS systems

eVA Procurement Portal

Job description

Title: Facilities Administrative Assistant

State Role Title:Admin and Office Spec III

Hiring Range: $40,000.00 - $45,000.00

Pay Band: 3

Agency: Jamestown-Yorktown Foundation

Location:CSC General

Agency Website:jyfmuseums.org

Recruitment Type: General Public - G

Job Duties

The Facilities Administrative Assistant will provide administrative, purchasing, and operational support to the Facilities Department. Key responsibilities include processing purchase orders, invoices, and P-Card transactions while tracking budgets and maintaining vendor and asset records. The position also monitors the work order system to assist with assigning and tracking maintenance requests, manages surplus property, and ensures compliance with state purchasing rules and guidelines. Supports department staff and leadership through creating and presenting materials used in training and meetings. Additionally, this role serves as the main Facilities Department point of contact for museum events to coordinate work requests and communicate resource needs to Facilities staff.

Minimum Qualifications

• Customer Service - Knowledge and experience in the principles and processes for providing excellent internal and external customer service. This includes setting and meeting quality standards for services, and evaluation of customer satisfaction.
• Administrative Practices - Considerable knowledge and experience related to office administrative functions and clerical procedures.
• Finance- Demonstrated ability to perform budgeting/accounting tasks accurately and with great attention to detail.
• Technology - Proficient in MS Office Suite or other office administration software, familiarity with various CMMS systems and usage of standard electronic office equipment such as printers, copiers, etc...
• Interpersonal Relationships and Communication - Ability to communicate clearly and effectively both orally and in writing, to include creating reports, proposals, agendas and emails, while actively listening to others. Building and maintaining collaborative relationships across all levels of staff, management and partners, with integrity, confidentiality and discretion.
• Decision Making - Ability to use critical thinking skills and sound judgement to evaluate situations, research and develop solutions, present alternatives and make informed, timely decisions.
• Time Management - Strong organizational skills and ability to manage, delegate and coordinate multiple priorities simultaneously, support team members, and track complex tasks.

Additional Considerations

• Previous experience in facilities maintenance administration.
• Knowledge of, and/or the ability to quickly learn and achieve proficiency in eVA (Virginia eProcurement Portal), Bank of America Works or similar program and all state compliances for small purchases.
• Experience in event logistics/planning.

Contact Information

Name: Lee Shelhorse

Phone: [phone]

Email: [e-mail]

In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.