Facilities Maintenance Administrative Assistant

Coordinate and oversee certain aspects of monitoring and reporting on capital projects and grants as well as perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Set up new capital projects in Project Module of Dynamics GP
• Help create the Bid Documents for new projects
• Setting up the Pre-Bid and Bid meetings
• Being in contact with the various Vendors who bid on the new Capital Projects and getting them the appropriate materials they need
• Issue purchase orders for capital projects and capital expenditures
• Track and report on expenses, encumbrances and open purchase orders as they relate to capital projects
• Maintain SmartSheet reports or other reports to detail the progress of capital projects including where the project is as it relates to the budget
• Creating the Close Out Documents for the closed Capital Projects and sending them to Uwe Roggenthien, Jolinda, Steiner, and Mary Ann Rafa, and the Project Manager to be approved
• Moving the Closed Capital Projects to the closed sheet on Smartsheet
• Creating and keeping the folders with all of the official documents, including the signed proposals, quotes, etc.
• Assist in the preparation of the budget for unfunded capital expenditures and update it as needed
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material
• Maintain and enter information into Work Order system
• Maintain scheduling and event calendars
• Complete forms in accordance with company procedures
• Schedule and confirm appointments for clients, customers, or supervisors
• Monitors daily ADP Timekeeping system, i.e. clock-in/outs for all FMC/Lodge and Horticulture staff; enters hours into ADP Timekeeping system for departments 491100,491000,492000,492100
  Ability to take primary responsibility for training and overseeing employees while working on specific projects and ad hoc committees
• Possess basic knowledge of a number of computer programs, including MS Office, Dynamics GP, Visual1, SmartSheet, and other software packages. Designing and maintain Excel spreadsheets is essential

Safety Committee Duties:

• Creating and organizing the meetings and letting the members know when they are.
• Taking minutes and sending them out to the members before meetings.
• Create Work Orders on Facility Dude of safety concerns from the Monthly Safety Sheets.
• Notify the appropriate Directors of prominent Safety concerns.
• Helping the Safety Committee Chairperson
• Complete appropriate trainings listed on the human resources Training Matrix
• Adhere to Wheeling Park Commission’s safety rules and policy; refer any and all safety concerns to department manager, safety committee or human resources
• Interact with the public with a cheerful and positive attitude, solve guest problems and complaints in a proper manner, and maintain harmonious working relationships with fellow employees

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.