Administrative Assistant - Fleet & Facilities

Position Summary

The Administrative Assistant of Fleet and Facilities is responsible for administrative, planning & scheduling and financial assistance to the division manager and staff. The assistant will be responsible for processing invoices and act as the liaison to the Purchasing Department to ensure requisitions and contracts are completed. They will also act as the liaison to the Accounting Department to ensure the Fleet and Facilities Department budget line items are managed and reported periodically. The Assistant will provide support for monthly expense reports and travel/training scheduling. The Assistant will support scheduling for Fleet and Facilities Manager. The Assistant will also be responsible for ordering of office supplies and mail distribution.

Essential Duties & Responsibilities

PLANNING AND SCHEDULING OF MAINTENANCE

- Plan and construct capital projects in software program

- Create work orders in system, monitor progress, ensure accuracy of data and close out on completion

- Create service requests

- Scheduling of fleet appointments

- Additions and retirements of Fleet and Facilities assets

- Track and log maintenance KPIs

FINANCIAL ANALYSIS

- Conduct price analysis on equipment in system

- Prepare savings reports on projects

- Review and maintain financial reports for KPIs

- Do project comparison analysis for internal services vs, contract services

BUDGET

- Create and monitor office supply and training accounts

- Monitor Fleet and Facilities receipts and purchase orders, and encumbrances against budget

- Research and resolve any budget discrepancies

ADMINISTRATIVE DUTIES

- Create and track requisitions for purchase orders

- Manage division correspondence; assists in transcription of emails/mailings

- Answer phone, direct calls and assist with customer service

- Reconcile monthly P-Card transactions for the division

- Manages processing, tracking and evaluation of time and attendance entries in system

- Upload documentation in to Record Retention Program

TRAVEL ARRANGEMENTS

- Book accommodations for flights, hotel & transportation

- File necessary paperwork for temporary P-card adjustments

- Create travel itineraries, detailed maps and location of event

- Verify arrangements and payment prior to departure

GENERAL RESPONSIBILITIES

- Maintain regular attendance; leave schedule should be managed so as to not interfere with ability to accomplish tasks, including special projects and assignments with deadlines

- Adhere to NBU safety guidelines and practices at all times and in all situations

- Maintain a clean and safe work area, office, field site and vehicle as applicable

- Develop & maintain effective customer service skills for communications with co-workers, customers and the public in general

- Maintain strict confidentiality of business, employee and customer information in written and oral communications and safeguard sensitive documents

- Adhere to NBU policies and procedures

- Exemplifies NBU Core Values of Integrity, Stewardship, Team, Culture and Safety

- Participate in and support initiatives to reach annual NBU Performance Measures

- Other duties as assigned

Formal Education and Work Experience Requirements

Degree/Diploma Obtained: High School Diploma/GED

Work Experience Time Frame: One Year or More Field of Study: General Studies

Other: Some prior administrative experience is preferred

Certification and Licensures Requirements

Valid Texas Driver’s License required to operate company vehicle

Other Minimum Qualifications

- Previous administrative assistant or comparable experience required

- Communication skills for dealing with internal and external customers

- Technology proficiency to learn and/or use various computer programs including Microsoft Office applications

Other Software Knowledge

Cityworks, OnBase, SmartSheets, ADP