Administrative Support Specialist II - Facilities Maintenance G113

Administrative Support Specialist II - Facilities Maintenance G113

Salary

$16.07 Hourly

Location

Columbus Consolidated Government, 100 10th Street, Columbus, GA

Job Type

Full-Time Regular

Job Number

2026-00000344

Department

Facilities Maintenance

Division

Facilities Maintenance

Opening Date

06/30/2026

Closing Date

7/30/2026 11:59 PM Eastern

• Description
• Benefits
• Questions

Major Duties and Responsibilities

This position is responsible for providing administrative services to Facilities Maintenance.

• Performs responsible administrative, clerical, and customer service work in support of the Facilities Maintenance Department.
• This position serves as the primary administrative support for the Director, Assistant Director, supervisors, and maintenance staff.
• Responsibilities include work order administration, purchasing support, record management, contract administration, preventive maintenance documentation, scheduling, customer service, and coordination with other city departments, vendors, and the public.
• The Administrative Assistant is responsible for ensuring the efficient operation of the departments administrative functions while maintaining accurate records and providing exceptional customer service.

Administrative Support

• Provides administrative support to the Director and Assistant Director.
• Prepares correspondence, reports, presentations, agendas, and meeting minutes.
• Maintains departmental files and records.
• Coordinates departmental meetings and schedules appointments.
• Answers phones, responds to emails, and assists customers.
• Greets visitors and directs them appropriately.

Work Order Administration

• Enters, updates, and tracks facility maintenance work orders in the Citys maintenance management system.
• Reviews work orders for completeness and accuracy.
• Assigns work orders to supervisors as directed.
• Monitors work order status and follows up on overdue requests.
• Generates work order reports and performance metrics.

Purchasing & Financial Support

• Creates purchase requisitions and purchase orders.
• Tracks purchase orders through completion.
• Maintains vendor information.
• Processes invoices for payment.
• Reconciles purchasing documentation.
• Assists with budget tracking.
• Maintains procurement records in accordance with City policies.

Contract Administration

• Maintains service contract files.
• Tracks contract expiration dates.
• Coordinates renewals.
• Assists with bid documentation.
• Maintains contractor certificates of insurance.
• Coordinates contractor scheduling.

Preventive Maintenance Program

• Maintains preventive maintenance schedules.
• Tracks inspection completion.
• Maintains equipment inventories.
• Assists with facility condition assessments.
• Generates preventive maintenance reports.
• Maintains historical maintenance records.

Customer Service

• Serves as the primary point of contact for facility maintenance requests.
• Coordinates communication between departments and maintenance personnel.
• Provides status updates on maintenance requests.
• Resolves customer concerns or routes issues appropriately. Inventory & Asset Management.
• Maintains office supply inventory.
• Assists with maintenance supply inventory records.
• Tracks departmental assets.
• Maintains equipment files.
• Assists with annual inventories.

Records Management

• Maintains electronic and paper filing systems.
• Organizes maintenance records.
• Maintains permits and inspection records.
• Archives completed projects.
• Ensures compliance with records retention requirements.

Reporting

• Compiles monthly activity reports.
• Tracks departmental performance measures.
• Assists in preparing annual budget documents.
• Maintains statistical information.
• Prepares reports for City leadership.

Other Duties

• Assists during emergency response activities.
• Coordinates employee training records.
• Maintains departmental calendars.
• Performs other related duties as assigned.

Knowledge, Skills and Abilities

• Ability to communicate effectively in person and by telephone.
• Operate office equipment.
• Modern office practices and procedures.
• Customer service principles.
• Purchasing procedures.
• Record-keeping methods.
• Business English.
• Grammar and spelling.
• Microsoft Office Suite and Officeequipment.
• Organization and time management.
• Data entry accuracy.
• Customerservice.
• Written and verbal communication.
• Multi-tasking.
• Problem solving.
• Maintainingconfidentiality.
• Prioritize multiple assignments.
• Work independently.

Minimum Educational and Training Requirements

Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with high school education. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to three years of progressively responsible administrative support experience. Experience using Microsoft Office (Word, Excel, Outlook, and PowerPoint). Valid drivers license preferred. Experience with purchasing and contract administration. Experience supporting a maintenance, construction, engineering, or public works organization.

Physical Requirements

The work is typically performed while intermittently sitting, standing, stooping, walking, bending, or crouching. The employee frequently lifts light and heavy objects and distinguishes between shades of color. The employee must have the ability to sit for extended periods and must be able to lift up to 25 pounds. Additionally, the following physical abilities are required:

• Balancing - maintain equilibrium to prevent falling while walking, standing, or crouching.
• Crouching - bending body forward by bending leg, spine.
• Grasping - applying pressure to object with fingers, palm.
• Handling - picking, holding, or working with whole hand.
• Hearing 1 - perceiving sounds at normal speaking levels, receive information.
• Hearing 2 - receive detailed information, make discrimination in sound.
• Kneeling - bending legs at knee to come to rest at knees.
• Lifting - raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Manual Dexterity - picking, pinching, typing, working with fingers rather than hand.
• Mental Acuity - ability to make rational decisions through sound logic, deductive reasoning.
• Pulling - use upper extremities to exert force, haul or tug.
• Pushing - use upper extremities to press against objects with force, or thrust forward, downward, outward.
• Reaching - extending hands or arms in any direction.
• Speaking - expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Standing - for sustained periods of time.
• Stooping - bending body downward, forward at waist, with full motion of lower extremities and back.
• Talking 1- expressing ideas by spoken word.
• Talking 2 - shouting to be heard above ambient noise.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Visual Acuity 2 - color, depth perception, field of vision.
• Walking - on foot to accomplish tasks, long distances, or site to site.

The work is typically performed in an office, library, or computer room, while sometimes running errands for the department.

The Columbus Consolidated Government is proud to offer an exceptional compensation and benefits package. Benefits include the following:

• Low-cost Medical Insurance
• Prescription Drug Plan
• Dental Plan
• Vision Plan
• Flexible Spending Accounts
• Life Insurance
• Supplemental Life Insurance
• Long Term Disability
• Credit Union
• Direct Deposit
• 12 Paid Holidays
• Vacation Leave
• Sick Leave
• PERK Time Off
• Retirement Plan
• Supplemental Retirement Plan
• Free and Discounted Services
• Employee Assistance Program

Take advantage of these free and discounted City Services offered to all City Employees.

• Discounted Movie Tickets
• Free Notary Services
• Ride a Metra Bus for Free
• Free Mulch
• Free Fire/Safety Home Inspection
• Drivers Training for Employee Dependents
• Oxbow/Bull Creek Golf Course discounts
• River Center Discounts
• Cell Phone Carrier Discounts

Retirement Plan

The Columbus Consolidated Government offers a defined benefit retirement plan to eligible employees who work in General Government and in Public Safety. Employees in the pension plan must meet both age and years of service requirements to qualify for retirement. The current vesting period is ten years, and the current pension contribution rate is 8% of your gross salary.

Supplemental Retirement Plan

The Columbus Consolidated Government offers a Deferred Compensation Plan or supplemental retirement plan that is tax deferred. This plan allows employees to contribute a portion of their salary, before federal and state taxes, to a retirement account. Your compensation is more than a paycheck, it allows you to plan for your financial future as well.

01

Which best describes your level of education? (You will be asked to provide documentation)

• No High School Diploma
• GED
• High School Diploma
• Technical College
• Some College
• Associates Degree
• Bachelors Degree
• Masters Degree
• Doctorates Degree

02

Do you possess a valid drivers license?

• Yes
• No

03

What computer software programs are you proficient in using?

• None
• Microsoft Access
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Publisher
• Microsoft Word
• Other

04

If you answered "Other" to the above question , please type in computer software program(s)you are proficient in using.

05

How many years of clerical and/or administrative experience do you have?

• None
• 0 - 1 year
• 1 - 3 years
• 3 - 5 years
• 5 years or more

06

Please list and explain any on-the-job or formal customer service training you have.

07

Please list and explain any work experience you have in operating standard office equipment including phone, fax and computer.

Required Question

Employer Columbus Consolidated Government

Address City Hall

1111 1st Avenue

Columbus, Georgia, 31901

Phone 706-225-4059

Website http://www.columbusga.gov/HR