Facilities Administrative Assistant

JOB SUMMARY


The Facilities Administrative Assistant provide administrative, clerical and project support for the  department.  Be first point of contact for facility questions or issues.


PRIMARY FUNCTIONS


1. Maintain building key/fob inventory and spreadsheet. 

2. Coordinate and assist with scheduling meeting rooms and conference center and set ups. 

3. Oversee daily mileage logs for all fleet vehicles and record appropriate information necessary  for KDOT and accounting. 

4. Maintain and coordinate all fleet vehicle records, DOT/WTA records, and monthly reports 

5. Oversee fleet vehicle monthly fuel usage and billing. 

6. Prepare facility and maintenance invoices and credit card logs for payment. 

7. Track orders and make sure delivered to appropriate location. 

8. Maintain all facility equipment and maintenance contracts and record keeping. 

9. Maintain telecommunications system database and update with any changes. 

10. Maintain schedule of periodic inspections to ensure that all building requirements are being met  including building fire codes. 

11. Maintain schedule and record keeping for preventative maintenance plans. 

12. Assist in developing forms, databases and spreadsheets as needed.  13. Assist in research, development and implementation of new processes and products.   

 

SECONDARY FUNCTIONS


1. Provide back up for the mailroom 

2. Provide front desk relief. 

3. Complete other duties as assigned.

PHYSICAL REQUIREMENTS

  • Able to perform significant, prolonged, and frequent amounts of walking, standing,  sitting, stooping, squatting, bending, twisting, reaching, and kneeling. 
  • Occasional lifting of up to 30 pounds. 

 

KNOWLEDGE & SKILLS

  

  • Ability to work independently and follow through on all assignments 
  • Accuracy – detailed oriented  
  • Dependability – job requires being reliable, responsible, and dependable, and to fulfill  obligations. 
  • Integrity ‐ job requires being honest, ethical, and the ability to maintain confidentiality. 
  • Listening – ability to listen effectively and obtain information from others.
  • Oral Communication – this job requires the ability to effectively communicate verbally.
  • Service Orientation ‐ actively looking for ways to help people.
  • Writing – the ability to communicate effectively in writing in order to convey  information effectively. 
  • Ability to operate basic office equipment, e.g., computer terminals, printers, copy  machines, telephone systems, facsimile machines.   

 

WORK ENVIRONMENT

 

  • Occasional exposure to all weather conditions, including heat, cold, wind, rain, and  snow/ice. 
  • Occasional exposure to noise, chemicals, and electrical and mechanical hazards.

 

Qualifications:

  • High school diploma, or equivalent.
  • Valid Kansas drivers’ license and good driving record required.

Benefits:

Heartspring offers a generous benefits package including two weeks paid vacation, sick leave, insurance, and retirement plans.

Reference Code:

ZMAMEREARP

 Print Description

Creating hope and opportunity that changes the lives of children with special needs and their families

Sorry, We are no longer taking applications for this position.

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Equal Opportunity Employer

Heartspring is an equal opportunity employer. Heartspring does not discriminate on the basis of race, color, sex, religion, national origin, ancestry, age, marital status, disability or genetics, pregnancy, sexual orientation, veteran status, or any other classification protected by applicable local, state or federal law.

All job openings are located in Wichita, KS.

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