Facilities Management Administrative Technician (Grade 4)

Yuma County; Yuma (AZ); On-site; USD 21,000 - 34,000; Full time

Job summary

Yuma County is seeking an administrative professional to greet visitors, answer inquiries, and manage front desk operations. The role includes EDMS maintenance, records handling, and general office support to keep daily activities running smoothly.

The position requires a high school diploma or GED, plus 30 college hours and at least one year of related experience; background check is required. The work includes invoicing, payroll entry, and coordinating maintenance with Public Works.

Qualifications

• High School Diploma or GED; 30 college hours in admin/office procedures.
• One year of administrative/office work experience or equivalent.
• Successful completion of a background check.

Responsibilities

• Greet employees and the public at the front desk; answer inquiries and transfer calls.
• Maintain lobby appearance and manage the EDMS; process mail and schedules.
• Prepare reports, compile information, and reconcile invoices and shipments.
• Enter payroll data; maintain department inventory and order supplies.
• Coordinate fleet vehicle maintenance and vendor scheduling with Public Works.

Skills

Public inquiries handling

Clerical work

Data entry

Calendar management

Invoice processing

Payroll data entry

Education

High School Diploma or GED

30 college hours

Tools

EDMS

Office equipment

Job description

This position is advertised from the minimum to the mid-point hourly rate. Salary will be determined based on education and experience at the time of offer.

NATURE OF WORK

Under general supervision, performs administrative, office, and/or clerical work of routine difficulty.; this position has department specific responsibility.

Responsible for greeting employees and the public at the front desk, answering inquiries and transferring phone calls, providing information, or directing visitors; maintains the appearance of the lobby area; maintains and processes changes into the electronic document management system (EDMS); maintains department records and files; performs a variety of general office support duties (i.e., makes copies, prints, collates, scans documents, maintains calendar of activities, schedules meetings; processes mail including receiving, sorting, time stamping, logging, and distributing incoming and outgoing correspondence and packages); compiles information for reports and summaries of work; operates a variety of office machines; assists with verifying the completeness of incoming shipments and reconciling discrepancies; assists with verifying and processing invoices, and reconciles discrepancies; assist the Office Supervisor with entering payroll; responsible for maintaining the department inventory and ordering supplies; submits work orders on behalf of the Facilities Management department; serves as the point of contact for Public Works on all Fleet vehicles’ maintenance; works closely with Public Works-Fleet to schedule appointments and make transportation arrangements for Facilities Management staff; contacts vendors and schedules appointments for County departments/offices for services, such as pest control, plumbing, septic services or other services, as needed; responsible for Facilities Management’s surplus auction items, including compiling necessary information on surplus items, entering and managing the surplus items in the online system, answering bidder questions and completing the process and required documentation for County Administration; regular and reliable attendance is required; performs other duties as assigned.

High School Diploma or GED equivalent; and thirty semester hours of college coursework in administrative/office procedures, AND one year of administrative/office work experience; OR an equivalent combination of education and experience; requires successful completion of a background check.

Knowledge of: Yuma County policies and procedures; business English, spelling and arithmetic; clerical and office practices and procedures.

Skill in: Effectively dealing with public inquiries; alphabetizing and sorting; using computers and other modern office equipment; maintaining records and preparing information for reports; following written and verbal instructions.

Ability to: Effectively respond to phone calls, emails and complaints in a timely manner; plan, prioritize, manage and respond to multiple assignments in a fast-paced environment; read, write, research, synthesize data and detailed reports; use modern office equipment and computers; communicate effectively verbally and written; lift up to 5 – 25 lbs; perform the essential functions of the job specifications with or without a reasonable accommodation.

Work Environment: The usual and customary methods of performing the job’s functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity; generally the job requires 60% sitting, 20% walking and 20% standing; working at a computer monitor for extended periods required; the job is performed under minimal temperature variations and in a generally hazard free environment.

EOE/AA/ADAAA/M/F/V/D DRUG FREE WORKPLACE