Administrative Assistant

Administrative AssistantAre you organized, resourceful, and the kind of person who can keep a dozen moving pieces on track? We're looking for an Administrative Assistant in our Facilities Department who thrives on variety and enjoys being the person everyone can count on!In this role, you'll work closely with the Director of Facilities Management, supporting day-to-day operations, responding to customer needs, solving problems, and helping bring department projects to life. You'll also keep a close eye on budgets and records, coordinate the College's shipping, receiving, and mail services, and make sure laundry services run smoothly from pickup to delivery.No two days are quite the same—and that's what makes this role fun! If you love staying organized, helping people, juggling priorities, and making things happen behind the scenes, we'd love to have you on the team.DutiesInteracts and communicates with Kirtland employees and outside contacts to provide information, coordinate schedules, and assist with seeking resolutions.Works closely with the Director of Facilities Management to provide data analysis and create systems to collect, compile, and tabulate data for efficient department reporting.Maintains regulated manifests, provides documentation, prepares and submits annual reports for state agencies such as DEQ, MIOSHA, and the health department.Assists the Director of Facilities Management with preparation and management of departmental budgets and departmental accounts, including keeping detailed records of expenditures, routinely reconciling reports, and initiating/maintaining inventory for the department.Prepares departmental bid requests and project management files to assist the Director of Facilities Management in planning campus projects.Maintains and creates departmental files including historical and current documents, OSHA, employee records, special events and calendars.Coordinates the use of college fleet vehicles. Distributes keys, documents usage and assignments, verifies drivers are on the authorized driver list, ensures safety and maintenance of vehicles, and maintains a database on the use and repair of vehicles.Administers the campus work order system and preventive maintenance software. Creates preventive maintenance schedules for facilities department employees. Provides information and trains campus employees and departmental staff.Provides and coordinates shipping, receiving, mail delivery, and laundry services, which includes performing day-to-day activities associated with these services. This includes receiving and delivering shipments and mail, picking up/laundering/returning laundry, and other associated tasks.Performs other related tasks as required.QualificationsAssociate degree in business, office administration or a related field.Three to five years of related experience, or a combination of education and experience commensurate with the requirements of the position.Proficiency in word processing and database software.SUPERVISION – Works under the general supervision of the Director of Facilities Management.ATTENDANCE – Individuals in this position are expected to be available during the peak business hours of the college.WORKING CONDITIONS – Conditions are those of a typical office environment, requiring frequent communication with external vendors and colleagues, the ability to enter data and written communications in electronic format in a timely manner.BenefitsBenefits for this position include: Health Insurance Dental and Vision Insurance Health Savings Account with Employer Contribution (subject to qualification) Life Insurance Long-Term Disability Coverage AD&D Insurance Pension or Deferred Compensation State Retirement Plan Tuition-Free Courses Paid Holidays Paid Sick Leave Paid Vacation Leave Paid Personal Leave Bereavement Leave FMLA Leave