Operations Administrative Assistant II

St. Mary's County Metropolitan Commission; California (MD); On-site; USD 45,000 - 60,000; Full time

Job summary

A leading company seeks an Administrative Support professional for the Operations Department. This role involves coordinating activities, maintaining databases, and providing support to senior leadership. The ideal candidate will have an Associate's degree or equivalent, with skills in communication and multitasking.

Qualifications

• Ability to understand and follow oral and written direction.
• Ability to gain working knowledge of policies and procedures.
• Expert knowledge of department practices and procedures.

Responsibilities

• Directing and coordinating administrative support activities.
• Maintaining database files for tracking department efficiency.
• Supervising administrative staff and providing training.

Skills

Communication

Multitasking

Knowledge of policies

Education

Associate's degree or High School Diploma

Tools

Computer systems

Job description

Provides a variety of administrative support to the Metropolitan Commission's Operations and Maintenance Department, including maintenance, engineering, treatment, and construction. Position reports to the Chief of Facilities and Operations.

1. Responsible for directing and coordinating all administrative support activities within the Operations department to ensure that administrative staff, departmental equipment, supplies, and resources are used in an effective and efficient manner.
2. Performs a lead role in the Commission's Computerized Maintenance Management System; by training staff, editing templates and databases, updating various matrices to track and monitor various work repair and rehabilitation work.
   
3. Maintains database files and uses queries for tracking and reporting information needed to maintain department efficiency.
   
4. Assists the Operations Department with a variety of public announcements, such as sanitary sewer overflow announcements and water distribution service interruption announcements.
   
5. Analyzes administrative departmental processes and recommends and implements procedural changes or new procedures to improve administrative operations and more effectively utilize department resources.
   
6. Sets up databases and creates various schedules for stand -by coverage, regulatory water sample collection, training, etc.
   
7. Answers phones; screens calls; takes and relays messages; dispatches staff and responds to customer requests
   
8. May supervise administrative support staff and leads staff directly by providing leadership, guidance, and supervision to ensure quality performance in an efficient and productive manner.
   
9. Provides coaching, training, mentoring and assists with determining future department needs.
   
10. Responsible for Operations Department's data input into the Maintenance Management software to track all aspects of the preventive and corrective maintenance programs.
    
11. Supports the Operations Leadership team by directly supporting the Chief of Facilities and Operations, various Superintendents and various other supervisors with projects by preparing letters, documents, and meeting minutes; generates reports; tracks all necessary documents.
    
12. Communicate quickly and effectively to provide direct administrative support to senior leadership in Operations, Engineering and Administrative Departments.
    
13. Acts as the departmental liaison with Metcom employees and public on various administrative and research assignments.
    
14. Serves as a liaison for authoritative advice used in decision making and input for problem solving.
    
15. Stocks, tracks usage and receives all parts, supplies and consumables for the entire Commission
    
16. Maintains filing systems for the four divisions within the department.
    
17. Creates after hours schedule and performs after-hours phone standby as scheduled.
    
18. Assists with the organization and planning of special departmental events.
    
19. Performs other duties as assigned.
    

1. Ability to understand and follow oral and written direction.
2. Ability to gain working knowledge of St. Mary's County Metropolitan Commission policies and procedures
3. Ability to act as a representative of St. Mary's County Metropolitan Commission to the public
4. Expert knowledge of department practices and procedures
5. Ability to read and comprehend relevant documents associated with department operations
6. Ability to effectively communicate with other staff members
7. Ability to prepare and maintain accurate records
8. Ability to prioritize and multitask
9. Ability to operate multiple phone lines
10. Ability to operate relevant computer systems, including hardware and software, and simple office machines.
    

Required Qualifications (Note: Any acceptable combination of education, training and relevant experience that provides the above knowledge, abilities and skills may be substituted on a full-time year for year basis.):
Training and/or Education:
Associate's degree or High School Diploma or equivalent and four or more years of job-related experience
Experience:
Or equivalent technical training, education, and/or experience
Special Requirements:
Notary or obtain within first 6 months.
Physical Demands:
Work requires light physical effort in the handling of light materials in non-strenuous work positions up to 30 pounds and/or continual standing or walking of 60% of the time. Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting or training rooms, residences, or commercial vehicles e.g. use of safe work place practices with office equipment, and/or avoidance of trips and falls, and observance of fire regulations and traffic signals.