ENGINEERING ADMINISTRATIVE ASSISTANT

  • Memorial Health
  • Springfield, IL, USA
  • Nov 25, 2021
Assistant/Support

Job Description

Provide support for Facility Administration.  Coordinates day to day functions for designated management personnel.  Performs diverse administrative functions; prepares, coordinates and types complex, multi-departmental information.  Prepares departmental computer reports as requested. Coordinates the retrieval and closeout functions on PM work orders. REQUIRED SKILLS Administrative Assistance Performs all routine administrative and secretarial functions for Directors, Supervisors, and engineering and facility colleagues. Obtains information necessary to prepare and generate various weekly and monthly reports for engineering’s administrative staff and other departments within established time frames. Responsible for maintaining a current list of equipment, and other files in the computer database. Sets up preventative maintenance schedule and codes that pertain to new equipment. Prepares and maintains preventative maintenance work on the AIMS database. Promptly and courteously receives and directs others. Within scope of job description, responds to questions and provides direction. Obtains information necessary to prepare and generate various weekly and monthly reports for engineering’s administrative staff and other departments within established time frames. Manages scheduling of engineering conference rooms. Opens incoming mail and routes appropriately; brings urgent information to the attention of the appropriate management staff as well as prioritizing and responding to appropriate information. Arranges meetings/secures conference rooms/extends invites. Attends, prepares and distributes meeting minutes as assigned. Consistently utilizes time and resources effectively and efficiently. Maintains and revision of department reference books, policies, procedures and manuals. Maintains and updates time and attendance system: includes building schedules, recording benefit time and changes in schedules entered through payroll edits, on-Call weekly schedule management. Logs elevator maintenance, quality indicators and maintenance activities. Process and distribute monthly chargeback billings for out building maintenance. Maintain all electronic/paper records for regulatory bodies, including IDPH, IEPA, elevator certificates, waste manifests, recycling, etc. Update information boards for engineering colleagues. Assists with E.O.C., PFI, and Life Safety work orders, risk assessments and report development. Uses OnBase Client program to generate monthly utilities reports which include off-site address for electrical, water, security lights, and fire protection accounts. Printing, sorting, and entering data for a data base charting for a continued monthly data collection. Ordering of supplies for office supplies used in engineering. Uses AIMS program to develop operations reports, PM/CM monitors and quality dash boards and graphic displays2.) Reception: Courteously answers phones and takes accurate messages. Receives and delivers telephone and electronic messages promptly, accurately and professionally. Uses portable radio and intercom to connect with engineering personnel. Demonstrates an ability to be flexible, organized and function well in stressful situations.               3.)Customer Service Exhibits excellent customer service skills-understands the impact of first impression on the customer experience. Maintains a professional demeanor in respect to patients/families, physicians, internal and external customers, and fellow employees. Demonstrates good judgment with service recovery and response to concerns and complaints. Adheres to behavioral standards. Encourages a team approach within the administrative support workgroup. Provides coverage for other staff/sites of service when needed.4.)Performs other related work as required or requested. REQUIRED EXPERIENCE Education: ·         High school graduate required, Associate’s degree or post-secondary education desired. Licensure/Certification/Registry: ·           Experience: ·         Three years of secretarial experience required; five years of secretarial experience preferred. ·         Clerical experience in facility / construction work preferred. ·         Minimum of two years experience of multi-line telephone answering required. Other Knowledge/Skills/Abilities: ·         Ability to type 50-60 w.p.m. required. ·         Minimum of two years of secretarial and general office work required. ·         Knowledge of Microsoft Office, Microsoft Outlook, other programs used by Memorial will be introduced and training will be provided. ·         Must be able to professionally take phone messages and get messages to the proper division, person(s) or Foreman. ·         Excellent oral and written communication skills required. ·         Take short hand, create letters and use skillful proper punctuation. ·         Excellent organizational skills and ability to multi-task. ·         Excellent language, grammar and composition skills required. ·         Excellent interpersonal skills required. ·         Proven decision-making and problem-solving skills. ·         Demonstrates initiative, self-direction, and motivation. ·         Excellent customer service and telephone skills. ·         Demonstrates ability to work independently. ·         Assist Supervisors with scheduling meetings and their calendars

Employment Type (feed only)

Full-Time