Administrative Assistant-Plant Maintenance

Job Description

Job Description

Job Title: Engineering Administrative Assistant Department: Engineering

Reports to: Facilities Director Revision Date: 9/11/2020

Status: Non-Exempt

Job Summary:

The Engineering Department Secretary provides extensive administrative support to the department of engineering, managing and/or coordinating all clerical and secretarial departmental functions. Duties include purchasing requisitions, interacting with vendors to obtain estimates, preparing departmental and correspondence documents, as well as maintaining departmental records, rules and regulations. Responsibilities include assisting with time sheets and departmental remains within budgetary requirements.

Duties/Responsibilities:

• Initiate purchase requisitions to obtain materials and supplies per policy.
• Interface with vendors to obtain materials costs and calculate for job estimate preparation.
• Perform duties to maintain parking rules and regulations including computer entry of information.
• Assist in maintenance of records and documentation for project costs including materials and labor breakdowns for accounting purposes.
• Maintain files for correspondence, regulatory test reports, preventive maintenance and inventory documentation.
• Assist with verification of information on employee time sheets before review by manager.
• Assist with yearly budget process as assigned.
• Prepare routine correspondence as assigned.
• Process incoming and outgoing mail twice daily.
• Prepare reports and statistics as assigned.
• Communicate with vendors to maintain current availability of materials, supplies, and/or equipment.
• Negotiate with vendors to obtain the most competitive pricing for materials, supplies, and/or equipment.
• Coordinate materials/supplies/equipment deliveries to meet department needs.
• Assist with verification of material received to match purchase order; follow up for any discrepancies.
• Assist in maintaining departmental equipment.
• Maintain a proper level of office and department supplies as needed.
• Maintain safe environment for staff and visitors.

• Handle telephone information with courtesy, accuracy and respect for confidentiality.
• Follow the chain of command appropriately to resolve problems and concerns.
• Dispose of hazardous materials per policy.
• Consult with and keep supervisor informed of activities, needs and problems.
• Perform other duties as assigned.

Required Skills/Abilities (Unit Specific):

• Ability to communicate effectively, both orally and in writing.
• Professionalism and business acumen appropriate for working with guests, clients, physicians, employees and volunteers.
• Excellent time management skills, punctuality and a sense of urgency in completing tasks.
• Detail-oriented with strong organizational skills.
• Ability to cost-effectively use of resources and supplies.

Education and Experience:

• High school diploma or GED.
• One year secretarial experience within a hospital environment preferred.

Working Conditions:

• Prolonged periods of sitting at a desk and working on a computer as well as walking for extended periods of time.
• Ability to lift, push or pull up to 15 lbs. using proper body mechanics.
• Occasionally requires assembling, operating, checking, and maintaining equipment.
• Potential exposure to communicable diseases and illnesses.
• Requires following hospital infection control procedures per policy.
• Attendance at assigned date and location ensures job requirements are met.
• Actively participates in Quality Assurance programs and CQI.
• Actively participate in cross-training, in-service programs; attend all mandatory classes, meetings and committees as required; complete department-specific requirements/competencies.
• Complies with DOH requirements for annual health assessments and required immunizations.

Pay Range: $17.34-$20.81

Employee salary is based on commensurate experience and other qualifications.

About Oswego Health:
The mission of Oswego Health is to provide accessible, quality care and improve the health of residents throughout Oswego County. As a nonprofit healthcare system established in 1881, Oswego Health is proud to be Oswego County’s largest private employer. More than 1,300 employees spread throughout its 18 locations, work for the Oswego Health system, which includes the 132-bed community Oswego Hospital, a 32-bed psychiatric acute-care facility with multiple outpatient behavioral health service locations, The Manor at Seneca Hill, a 120-bed skilled nursing facility, and Springside at Seneca Hill, an independent retirement community. The health system also operates Oswego Health Home Care, the only hospital-based certified home healthcare agency in the County, as well as two outpatient centers, including the Fulton Medical Center, offering urgent care, lab, medical imaging, physical therapy, and occupational health services, and the Central Square Medical Center, offering urgent care, lab, medical imaging, and physical therapy services. In addition, the healthcare system includes Oswego Health Medical Practice, a multi-specialty medical group offering the community accessible, high-quality healthcare. 100+ physicians and advanced practice providers offer an extensive array of services across CNY, including primary care and specialty care in the areas of orthopedics, cardiology, ENT, gastroenterology, breast care, general surgery, urology, and bariatrics.

EQUAL EMPLOYMENT OPPORTUNITY

Oswego Health is committed to providing equal opportunity in all employment-related matters, without regard to race (including traits historically associated with race), creed, color, religion, sex/gender, national origin, age, marital or familial status, disability, pregnancy-related condition, sexual orientation, gender identity, gender expression, transgender status, citizenship status, ancestry, arrest/conviction record, military or veteran status, domestic violence victim status, genetic predisposition or carrier status, reproductive health decision making, relationship or association with a member of a protected category, or any other legally protected characteristic. Decisions affecting your position including, but not limited to, recruitment, hiring, placement, promotion, transfer, compensation, benefits, training, tuition assistance, leaves of absence, disciplinary action, layoff/recall, and terminations will be made in accordance with this policy.