Administrative Assistant - Fleet and Facilities

Assist in facilitating an effective and efficient office. Provides administrative,

Secretarial, clerical, and reception support for the Fleet and Facilities Director and the department's Project Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Performs all secretarial duties for the Fleet and Facilities Director and the Project Manager, including:

a. Filing

b. Copying

c. Emailing

d. Download information from the Internet.

e. Assists in organizing and updating meetings and contract calendars for the Director and Project Manager.

f. Assists in developing and maintaining tracking systems for the FDOT files, Facilities logs, and vehicle tracking systems.

g. Assists in developing and maintaining HUD-managed facility and housing maintenance files and logs.

h. Assists in developing and monitoring spreadsheets to track expenses, employee time, and project deadlines.

i. Gives administrative support to the entire maintenance staff.

j. Typing for the Fleet and Facilities Director and Project Manager as needed.

2. Assists in the overall management of the Fleet and facilities office. This includes:

a. Insuring a smooth flow of all documentation in and out of the Fleet and Facilities office

b. Answering telephones and taking detailed messages.

c. Writes work orders and assists in assigning them in a prioritized sequence.

d. Interacts with the KEY's staff as well as vendors on a daily basis.

e. Emptying and filing mail bags

f. Participates in the yearly master inventory.

g. Orders office supplies as necessary.

3. Assists the Fleet and Facilities staff with major events such as Field Day,

Fashion shows, Client Plays, Run for the money, and the Christmas event.

4. Schedules appointments with vendors

5. Maintains positive relations with vendors, KEY staff, and its clients.

SUPERVISORY RESPONSIBILITIES: None

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: High School diploma or equivalent education certificate (GED)

OTHER SKILLS AND ABILITIES: Ability to deal courteously, tactfully, and efficiently with program participants, staff members, vendors, and the general public. High degree of proficiency in typing and computer skills. Ability to type accurately at 45 WPM.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities.

While performing the duties of this job, the employee is regularly required to use hands to Finger, handle, or feel objects, tools, or controls, reach with hands and arms, talk, or hear. The employee is frequently required to stand, walk, and sit. The employee is occasionally required to stand and stoop, kneel, crouch, and crawl.

The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work area is usually moderate.