Administration Assistant

Job TitlePrimarily responsible for performing a variety of activities in support of Facilities Management.Main DutiesMain duties include shipping and receiving, data entry, filing, checking reports or forms for accuracy, distributing supplies and producing reports and correspondence.Essential Job FunctionsServes as the THD receiving point of contact; coordinates shipping and receiving; and approves purchase orders for payment after the ordering program verifies shipment for accuracy.Completes purchase order request forms to provide materials, supplies and services necessary for both the program and THD; maintains all program records; and verifies records for accuracy.Data entry of Maintenance work orders into the EMaintennance Software Program.Maintain and distribute work orders received through the helpdesk email and help desk phone calls.Serves as THD contact person for the Oklahoma Turnpike Authority and is responsible for tracking THD turnpike passes (in conjunction with Finance).Responsible for issuing and tracking "Fuelman" gas cards as requested by employees (In conjunction with Finance).Responsible for vehicle reservation for the THD Caravan and Tahoe. Tracking of THD Fleet current and any new purchases, (in conjunction with Legal and Safety Manager).Copies, files and distributes leave summaries for all employees in Facilities Management. Serves as the leave administrator for the department by entering leave requests and coordinating time and effort. Works with the Director's Office to coordinate leave and overtime. Responsible for inventory tracking of equipment maintained by Facilities Management (In conjunction with the THD Inventory officer).Distributes incoming mail to programs and outgoing mail to Tulsa County, United States Postal Service, UPS and other shipping services. Prepares reports to track mail costs.Completes required training in support of duties and responsibilities of this position.Other duties as assigned including those required to fulfill activities in support of public health emergency operations.Non-Essential Job FunctionsTakes photographs of equipment for public auction and posts on public auction website.Typical Qualifications• Education: High school diploma or equivalent required. Additional education in office or business administration preferred. Experience: Two years of office administration or clerical experience required. Experience with shipping and receiving and inventory preferred. Knowledge and Skills: • Proficient in Microsoft Word and MS Office applications. • Good interpersonal skills in communicating with vendors, and in completing forms and records. • Knowledge of purchasing, shipping and receiving procedures. • Knowledge of how to use office equipment, scanners, fax machines and copiers • Knowledge of how to use shipping and receiving equipment, electronic and manual pallet jacks • Ability to independently compose clear, concise correspondence. • Knowledge of proper English usage, spelling, punctuation, and grammar. • Excellent proofreading skills. • Must be able to work independently with little direction and multi-task. • Must be able to concentrate and pay high attention to detail. • Ability to follow oral and written directions and work effectively with others as a team. • Ability to solve practical problems, interpret instructions and perform mathematical calculations involving fractions, decimals, and percentages. • Excellent interpersonal, customer service, and satisfaction-oriented skills are highly essential. • Good reception and telephone techniques. • Skills in planning and organization of multiple duties and projects. • Assist with contracts and filling out legal intake forms for new contracts. Licenses: Oklahoma Driver's LicenseBenefitsWe offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, and paid time off. Part-time employees who work an average of 20 hours per week over the course of a year, receive benefits on a pro-rated basis. See below for more details or visit our benefit page Benefits | Tulsa Health Department (tulsa-health.org) :Competitive SalaryPaid Holidays (typically 13 days per calendar year + 2 floating holidays)Paid Time Off (PTO) 20 hours per monthExtended Sick Leave (ESL)Health InsuranceDental InsuranceVision InsuranceGroup Life Insurance and Supplemental Life InsuranceAccidental Death and Dismemberment InsuranceShort- and Long-Term Disability InsuranceCritical Illness Care Plan including Cancer*Accident PlanHospitalization PlanSupplemental and Whole Life PlansLegal and Identity Theft Protection PlansPublic Service Loan ForgivenessCost of Living Adjustments (COLAs)Retirement Pension Fund with a 5-year vesting period.Investment Benefits (e.g., 401A Employer/Employee Matching Fund (max. $150 per month), 457 Deferred Compensation Plan).Post Employment Health Plan (PEHP) - employer contributes 1% of the employee's salary per year and unused employee sick leave is transferred to PEHP account upon retirementEmployee Assistance ProgramWorking 4 Balance - Workplace Wellness ProgramPromotional OpportunitiesFlex PlanTulsa Municipal Employees Federal Credit UnionTHD employment qualifies for nursing education loan repayment through the NURSE Corps Loan Repayment Program.