Human Resources

Job Location

County of Chelan Facilities Maintenance 350 Orondo Ave Wenatchee, Washington 98801

Description

Position is open until filled with first review on 9/23/2024

Salary: PW06 Steps 2-4 $4,001.50 - $4,370.14 Longevity Steps 5-8 $4,568.40 - $5,224.64

The position includes a state retirement system (PERS), with a Deferred Compensation Program available for supplemental retirement savings. Health insurance package includes Medical, Dental, Vision and county contributions to a personal Health Savings Account. Includes 11 paid holidays and 1 floating personal holiday with monthly accrued vacation and sick leave.

SUMMARY

The Facilities Administrative Assistant position is responsible for working with internal managers to efficiently support the department in its mission to manage county facilities and properties. This position will provide effective office support services to internal and external county staff. Effective communication is paramount to this job. This position is key to our department’s success. A candidate will be most successful by being a dynamic and positive team member who enjoys implementing administrative systems, supporting our staff and preforming the essential functions of the job.

Essential Knowledge, Duties and Responsibilities

1. Answer and manage incoming calls for office and county phone customer service.
2. Provides information by answering questions and requests. Interact with external clients, visitors as well as liaise with internal staff.
3. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies by placing and/or expediting orders for supplies; verifying receipt of supplies.
4. Responsible for cost controls associated with maintaining equipment and furnishings and coordinates moves, adds and changes for various personnel.
5. Creates, tracks time and revises monthly payroll using accounting software. (Currently Eden/OpenGov).
6. Prepares and monitors invoices and ensures timely payment.
7. Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
8. Provides services including mail receipt, sorting and distribution, local messenger services, overnight mailing services, reprographics, reception, records management, concierge and/or vending, food or hospitality services. 
9. Schedules and maintains leave calendar.  Prepares leave report to be posted.
10. Manage and maintain schedules, appointments and travel arrangements.
11. Contributes to team effort by accomplishing related results as needed.  Ensures department policies and procedures are followed.  Maintains departmental records.
12. Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories.
13. Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout and budgetary and personnel requirements; implementing changes.
14. Completes operational requirements by scheduling and assigning administrative projects; expediting work results. Supervises administrative support functions as required.
15. Manages fire/life safety procedures. Participates as a member of the Chelan County safety committee.
16. Maintains workflow by studying methods; implementing cost reductions; and developing reporting procedures.
17. Knowledgeable in OSHA & WISHA standards, local code compliance, ergonomic standards and safety issues.
18. Participates in construction projects as requested.
19. Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks.
20. Participates in County Tours, managing scheduling with other departments involved, & executing tours.

Supervisory responsibilities:

This job has no supervisory responsibilities.

Educational Requirements:

• Graduation from high school or GED equivalent.
• AA Degree in business related field, or 2 years office administrative experience.

Language Skills

Ability to read and analyze and interpret general business and professional journals, technical procedures or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.

Mathematical Skills

Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations.

Reasoning Ability

Ability to solve practical problems and interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Certificates, Licenses, Registrations

Washington State Driver’s License

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 functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand, walk, use hands and fingers, handle and feel and reach with hands and arms. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required include close vision.

Preferred Skills and Qualifications:

• Required: Needs to be a clear communicator with good interpersonal skills. Have a proficient knowledge of Microsoft Office products, such as Windows, Outlook, Excel, and Word. Must be comfortable using various office equipment, such as printers, copiers, and multi-line office phones, etc. Being a professional and a problem solver is necessary.
• Preferred: General Accounting experience, (Government Accounting preferred, but not necessary). Being a proficient typist is a plus. Be able to manage supplies including purchasing and inventory. Be comfortable with Internet-based research. Have experience with MS PowerPoint and other related information management programs.
• Helpful experience to have: Positive attitude, desire to learn new skills, patience and Customer support experience.

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 environment is moderate.