Admin Assistant I - Maintenance (7391)

SUMMARY:

This position is responsible for providing administrative and clerical support to the Maintenance Department by managing office workload, maintaining records, coordinating schedules and meetings, preparing documents, and assisting with departmental operations. In addition, you are the HEART of our Five-Star Experience for guests and fellow Team Members. This includes embodying our Service Promise: We are the Twenty-Nine Palms Band of Mission Indians Team, where your experience is our top priority. Every person and detail matters. Our commitment is to provide outstanding guest service, making every person’s experience our priority through consistent service expectations with HEART. Hello, Engage, Anticipate, Respond, Thank.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The requirements listed below are representative of the knowledge, skill, and/or ability required to perform this job successfully. Upon request, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provide outstanding customer service to guests and all other employees by exceeding our mission statement.
• Deliver our HEART Experience to Guests and all Team Members by embodying our Mission Statement and Service Promise while adhering to department service standards. This entails consistency performing our service expectations of: Hello, Engage, Anticipate, Respond, Thank.
• Answer and screen director’s and managers’ telephone call and arrange conference calls.
• Assess whether callers and/or visitors should have access to information being requested in order to ensure that confidential information is disseminated to authorized persons only.
• Assist departmental personnel in the use of computer software/hardware and forms.
• Compose correspondence from a rough draft regarding a wide variety of subjects.
• Research, compile, and type statistical reports.
• Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record and transcribe minutes of meetings.
• Assist with scheduling meetings and maintaining calendars for department leadership as directed.
• Coordinate with other administrative staff on all intra-unit operations and procedures; participate in regular supervisory staff meetings and unit staff meetings to discuss and consider operational matters and problems and maintain consistency and coordination of office procedures.
• Enter information (e.g., investigations, evaluations, inventory, etc.) into a computerized tracking system in order to originate, update, reconcile, transfer and track data.
• Establish updates and maintain manual filing systems and computer software programs.
• Provide general information regarding department procedures and work processes to support daily operations and facilities effective coordination of work activities.
• Gather and summarize data for briefs, reports, and correspondence from computerized tracking system and manual files to provide accurate information.
• Greet visitors in person to provide assistance and/or refer to appropriate staff member.
• Responsible for the functioning of all office equipment by serving as liaison with service representatives and recommending replacement equipment.
• Maintain personnel records, including vacation and sick leave, as well as prepares bi-weekly payroll time sheets for approval.
• Review and distribute department’s in-coming mail and then forward to appropriate staff members for response and prepare outgoing mail for pick-up.
• Order and maintain supplies and arrange for equipment maintenance.
• Order offices supplies, repair services, plaques and awards; track and picks up order.
• Organize and maintain file system and file correspondence and other records.
• Prepare typed copy (e.g., correspondence, minutes, memoranda, briefs, agendas, contracts, reports, etc.) from written or oral information in order to produce error free documents.
• Prepare various forms and requests (e.g., purchase requests, purchase requisitions, travel requests, Team Member Corrective Actions, etc.).
• Prepare/distribute bulletins and newsletters regarding a wide variety of subjects.
• Process time and activity records for district, section, bureau or division to ensure timely entry of records of time worked and activities performed by employees.
• Query Electronic Mail System (EMS) and/or Lotus Notes to obtain information for section personnel.
• Read and route incoming mail. Locate and…