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Maintenance Support Specialist
2 months ago
Administrative Support Specialist
This role involves assisting the Regional Business Services Officers in addressing and resolving facility-related concerns. You will serve as the Local Office Coordinator or act as a backup when necessary. Your responsibilities will include monitoring and managing repair requests for facilities, as well as assigning and overseeing work tasks. Additionally, you will assist with inventory management, including data entry into the inventory system. It is essential to maintain accurate business services records and ensure that all documentation is organized and up to date. You will also handle advanced inventory tasks, process shipping requests, manage security permissions, oversee key inventory and issuance, and order supplies as required. Your duties will extend to performing receptionist, switchboard, warehouse, and mailroom/copy center tasks. You will be responsible for processing purchase requests for services and goods and performing administrative functions for your designated area, including preparing routine and special reports.
Key Responsibilities:
Attend work consistently and reliably in line with agency leave policies while performing additional duties as assigned.
Monitor requests and create assignments for facility maintenance and repair tasks. Ensure timely and satisfactory resolution of issues with vendors and lessors. Refer unresolved matters to the Regional Business Services Officer or Business Manager as needed. (30%)
Provide administrative or support services for assigned areas, which may include drafting documents, tracking assignments, maintaining records, completing forms and reports, and explaining procedures.
(25%)Develop and maintain reports concerning regional facilities, contracts, and leases. Respond to inquiries related to facility information. (10%)
Communicate effectively with internal and external parties to provide, exchange, or verify information, address inquiries, and resolve issues or complaints.
(15%)Assist with office relocations, physical inventory, warehouse operations, and receptionist/switchboard and mailroom/copy center responsibilities. (10%)
Offer basic technical assistance to staff, contractors, volunteers, and other organizations regarding policies, procedures, and standards.
(5%)Aid in developing standards or procedures for your assigned area. (5%)
Required Skills and Qualifications:
Familiarity with modern office practices, procedures, and equipment.
Understanding of agency policies and procedures with the ability to interpret them.
Proficiency in standard office software, including Microsoft Office Suite.
Strong organizational and prioritization skills.
Ability to manage multiple tasks effectively.
Excellent oral and written communication skills.
Capability to prepare clear and concise reports.
Ability to establish and maintain effective working relationships with both internal and external stakeholders.
Competence in operating motor vehicles, including trucks and vans, in compliance with traffic regulations.
Physical ability to lift, pull, push, and carry items weighing up to 50 lbs.
Experience operating a forklift and pallet jack.
