Administrative Asst III - El Paso, United States - Texas Department of Aging & Disability Services

Description

Job Description:

Administrative Asst III - Assists Regional Business Services Officers in handling/resolving facility issues. Function as the Local Office Coordinator or backup. Monitors and/or handles repair calls for facilities. Assigns and monitors requests and work tasks. Assist with inventory activities including data entry in the inventory program. Ensures appropriate business services records are maintained. Maintains records, files, and prepares routing reports for all transactions. Perform advanced stock and inventory work. Process shipping requests, provide security permissions, maintain key inventory/issuance of keys and order supplies as assigned. Perform receptionist, switchboard, warehouse, and mailroom/copy center duties. Process purchase request forms for services/goods. Performs administrative work for assigned area and prepares routine or special reports.

Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Monitors requests, creates and assigns work tasks on facility maintenance and repair issues. Monitors timely and satisfactory disposition of issues with Lessors and Vendors. Refers issues to Regional Business Services Officer and/or Business Manager as appropriate. (30%)

Performs administrative or support work for assigned areas (for example, but not limited to, drafting correspondence/documents, tracking assignments, maintaining records and/or logs, completing forms/reports, explaining rules/procedures).

(25%)

Develops and maintains reports for regional facilities, contracts, and leases. Responds to requests for facility-related information. (10%)

Communicates with others internally or externally to provide, exchange, or verify information, answer inquiries, address issues, or resolve/report problems or complaints.

(15%)

Assists in office moves, physical inventory, warehouse operations, receptionist/switchboard and mailroom/copy center duties. (10%)

Provides basic level technical assistance to others (for example, staff, contractors, volunteers, other organizations) on policies, procedures, rules, regulations, standards, or requirements.

(5%)

Assists in developing standards or procedures for assigned area. (5%)

Knowledge Skills Abilities:
Knowledge of modern office practices, procedures, and office machines/equipment.

Knowledge of agency policies, procedures, and ability to interpret them.

Skill in the use of standard agency computer hardware and software such as Microsoft Office Suite.

Skill in organizing and prioritizing workload.

Skill in managing multiple priorities.

Ability to communicate effectively orally and in writing.

Ability to prepare concise reports.

Ability to develop and maintain effective working relationships with both internal and external customers.

Ability to operate motor vehicles including cargo (one-ton/four-ton) truck and van and pull a trailer in accordance with local, State and Federal traffic regulations.

Ability to lift, pull, push and carry 50 lbs.

Ability to operate a forklift and pallet jack.