Facilities Maintenance - Administrative Assistant - Facilities Maintenance

Abilene Zoological Gardens

Abilene (TX)

On-site

USD 38,000 - 46,000

Full time

8 days ago

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Job summary

Abilene Zoological Gardens seeks an experienced administrative professional to support the Department Director. The role oversees contracts for capital projects and facilities maintenance, and assists with RFQ/RFP preparation and bid packets, ensuring compliance with City policies.

The ideal candidate will handle work orders, data entry, routine reports, and document control while coordinating budget activities.

Qualifications

Two years of experience in administrative coordination preferred.
High school diploma or GED required.
Supplemental training in office technology or business administration preferred.

Responsibilities

Answer phones and provide customer service to internal clients.
Process incoming work order requests and enter data into the Work Order system.
Process purchase requisitions, invoices, and check requests in compliance with city policies.
Draft and process construction, maintenance, and professional services contracts.

Skills

MS Office proficiency

Customer service

Data entry

Education

High school diploma or GED

Office administration coursework

Tools

MS Word

MS Excel

MS Outlook

Job description

General Description

Under general direction, performs advanced administrative work in support of the Department Director. Oversees contracts for capital projects and facilities maintenance and assists with the preparation of Request for Qualifications (RFQ), Request for Proposals (RFP), and bid packets. Processes and assigns work orders and provides administrative coordination for facility maintenance activities. Performs work requiring independent judgment and makes limited policy interpretations and decisions in accordance with department standards and procedures.

General Description

SUPERVISION EXERCISED

May exercise technical and functional supervision over lower-level staff.

Important And Essential Duties

Answer phones and provide customer service to internal clients (other City departments).
Process incoming work order requests; perform data entry into the Work Order software and assign work orders to the appropriate facility team.
Open, sort, and distribute mail.
Process purchase requisitions, payment invoices, and check requests in compliance with all City policies and procedures.
Draft, route, and process construction contracts, maintenance agreements, and professional services contracts.
Prepare routine and special reports; maintain a comprehensive filing system of the same.
Assemble, organize, and tabulate statistical data.
Maintain and control files of construction and maintenance projects.
Assist with the annual budget development.

Other Job Related Duties

Perform other job related duties and responsibilities as assigned.

Knowledge Of

KNOWLEDGE, SKILLS, AND ABILITIES

Administrative practices and procedures.
Principles of effective office management.
Departmental policies, functions and procedures.
Basic accounting procedures.

Skill To

Create documents, presentations, and spreadsheets using Microsoft Office products.
Use “cloud-based” operations software for the efficient flow of work within the department.

Ability To

Operate office and computer equipment, including basic business/office software programs including MS-Word, Excel and Outlook.
Perform responsible administrative work with accuracy, speed, and minimal supervision involving the use of independent judgment and personal initiative.
Develop and maintain an efficient record keeping system
Communicate clearly and concisely, both orally and in writing
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
Lead, manage, and perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.

Experience And Training Guidelines

Experience

Two years of experience in administrative coordination work is preferred.

Education/Training

A high school diploma or GED is required.
Supplemental training or college level course work in office technology, business administration or business management is preferred.

License Or Certificate

A valid Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.

Special Requirements

Essential duties require the following physical skills and work environment:
___ Sedentary – lifting of no more than 10 pounds
___ Light – lifting no more than 20 pounds; carrying up to 10 pounds
_X_ Medium – lifting no more than 50 pounds; carrying up to 25 pounds
___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds
___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds

Physical Demand Codes:

The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:

Codes For How Often