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Maintenance Administrative Assistant Regular FullTime

2 months ago

Southport, United States Bald Head Island Transportation, Inc. Full time

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__****GENERAL STATEMENT OF JOB

Duties involve the administration of departmental clerical work including managing files, operating a computer utilizing word processor, spreadsheet and database management software, and performing semi-skilled accounting functions that include processing purchase orders, researching parts and service availability, updating maintenance records, and managing and coordinating vendor/supplier services, communications, and documentation. Responsible for the deployment and administration of the maintenance scheduling and documentation program to provide ready access to maintenance information and to meet all inspection document requirements. Reports to the Maintenance Director.

ILLUSTRATIVE EXAMPLES OF WORK

NOTE: The illustrative examples of work listed below are not an exhaustive list of duties and responsibilities performed by the position. The examples are intended to represent the level and type of work performed. This list is not to be considered or represent an employment contract.

Essential Functions:

Provides a variety of administrative work for the department in the processing and application of information, documents and/or materials.

Serves as liaison between the Maintenance Department and vendors for a variety of administrative duties.

Prepares requests for quotations, capital requests, purchase orders, requisitions for supplies, materials, and equipment. Keeps accurate and timely records.

Maintains maintenance and parts inventory records.

Responsible for monitoring, update and follow up on maintenance schedules and software.

Processes and codes invoices for payment, maintains purchase order records for the Maintenance Department. Prepare and track, check requests and/or purchase requisitions for supplies and/or other required materials and equipment. Identifies new vendors and processes proper paperwork to accounting to get new contractors set up.

Provides and assimilates data to contribute to the development of budgets and forecasting budget needs for the Maintenance Department.

Provides cost-cutting solutions through analyzing invoices, working with vendors, review of contracts and research.

Establishes and maintains a variety of tangible files, filing and retrieving information, as requested or otherwise necessary.

Compiles and summarizes data from established databases; prepares and completes a variety of monthly, quarterly and annual reports as requested. Reviews and verifies records and reports ensuring that required information is complete and accurate.

Presents ideas effectively in written form; adjusts language or terminology to meet the needs of the situation.

Performs administrative tasks effectively using considerable knowledge of program policies, procedures and information systems.

Clearly conveys information and ideas through a variety of media to individuals or groups.

MINIMUM EDUCATION. TRAINING AND EXPERIENCE

Graduation from high school or equivalent supplemented by vocational computer courses and three to four years of computer operation and data entry experience including knowledge of computer operations or programs including word processing and spreadsheet programs or an equivalent combination of training and experience to provide the required skills, knowledge and abilities.

SPECIAL REQUIREMENT (S)

Possession of a valid North Carolina driver's license.

Requires the ability to exert up to 50 pounds of force occasionally, and/or up to 25 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Ability to use computer software, including spreadsheets, word-processors, e-mail, and project management applications.