Assistant Admin II - Facilities, Security, & Fleet Management

Job Summary:

Under the supervision of the Director of Facilities, Security, and Fleet Management, the Facilities, Security, & Fleet Management Administrative Assistant will provide general administrative support to the Facilities, Security, and Fleet Management team. The Administrative Assistant will be responsible for monitoring, assigning, and conducting follow up on requests generated in the Facilities ticketing system and will also be responsible for daily monitoring and entry into the fleet management/maintenance software and surveillance systems. This role is crucial in supporting the team to optimize facilities and fleet performance and efficiency and to ensure the safe and reliable facility operations and transportation for F&CS staff and clients, along with many other duties related to supporting the agency’s Facilities, Fleet, and Security Department.

The Facilities, Security, & Fleet Management Administrative Assistant areas of core duties are as follows:

• General Facilities and Fleet Management Support
• Safety and Security
• Vehicle Inventory, Acquisition, Replacement and Disposal
• Compliance and Policies and Procedures
• Driver and Vehicle Scheduling and Training
• Fleet Tracking and Surveillance
• Facilities and Fleet Data Collection and Reporting
• Microsite Support
• General Department Support

POSITION SPECIFIC DUTIES & RESPONSIBILITIES:

General Facilities Support

• Assign facilities tickets, schedule repairs and maintenance, and alert Director when critical repairs or issues arise.
• Prepare priority requests and specifications for furniture, other office equipment, or other FFE as identified to send to the agency’s Purchasing Manager.
• Support administrative needs, scheduling, and logistical needs of all agency relocations.
• Schedule and address logistical needs related to janitorial and grounds maintenance.
• Assist Director with agency wide recycling and other green initiatives.
• Schedule the agency’s medical waste disposal.
• Coordinates and dispatches facilities team members when requests are received for conference room setups.
• Assists the Director with logistical needs related for all agency storage facilities.
• Provide administrative support and coordination for seasonal decorating of agency owned properties.

Fleet Management Support

• Assist with monitoring the agency’s centralized facilities and fleet management systems.
• Assist with entry into the fleet management system all registrations, tag renewals, inspections, and maintenance records of fleet vehicles.
• Schedule routine vehicle inspections and maintenance as directed.
• Monitor vehicle repairs and maintenance timeframes and alert supervisor when downtimes extend beyond standards set.
• Assist with vehicle breakdowns and accidents, initiating necessary actions under supervisor direction for resolution.
• Assist with managing the centralized system for car washing, interior cleaning, and fueling.

Safety and Security

• Assist and work collaboratively with the Legal Department Administrative Assistant and Legal Department team on drafting, formatting, and sending Safety Sam newsletter publications.

Vehicle Inventory, Acquisition, Replacement and Disposal

• Utilize the fleet management software system to enter information regarding and track all vehicle inventory.
• Provide administrative support for acquisition or replacement of vehicles.
• Assist with retirement or disposal of old or non-operational vehicles.

Compliance and Policies and Procedures

• Prepare and organize all life safety documentation for facility inspections.
• Collaborate with the Legal Department to prepare, deliver and work hang regulatory postings at all agency sites in accordance with applicable state and federal laws and regulations.
• Conduct walk throughs of agency sites with the Legal Department twice annually and prior to site visits to confirm the accuracy and completeness of postings.
• Schedule meetings and take minutes for the monthly Safety Officer meeting.
• Assist with drafting and sending to the Legal Department for review and facilities, fleet, or security policies and procedures.

Driver Scheduling and Training

• Assist with the agency driver training schedule and preparing materials as requested.
• Support the workflows related to the vehicle check out system for approved agency drivers.

Fleet Tracking and Surveillance

• Utilize fleet management and surveillance systems to assist with monitoring vehicle locations, fuel consumption, safe driving compliance, and maintenance schedules.

Facilities and Fleet Data Collection and Reporting

• Assist with collecting data and generating regular reports on facilities and fleet key performance metrics and trends to leadership and staff.
• Assist with preparation of regular reports on facility operations, janitorial & maintenance for budgets and administration as requested.

Microsite Support

• In collaboration with the Legal Department, upload documents and maintain the Safety and Security microsite to ensure supervisors have ready access to current safety information and materials.

General Department Support

• Draft and prepare documentation of all types including memos, letters, spreadsheets, charts, and report summaries within timelines.
• Schedule appointments and assist the members of the Department with coordination of their calendars.
• Perform word processing including, prepare correspondence, reports, manual, and other written documents.
• Perform related data entry tasks and database management tasks.
• Track and assist with special projects as assigned.
• General administrative duties i.e. answering correspondence and taking telephone calls.
• Assist department team members with preparation for presentations or trainings, including PowerPoint or other documentation.
• Other duties as assigned.

QUALIFICATIONS

EDUCATION:

• Must be a high school graduate or have HS equivalent
• Bachelor's degree preferred

EXPERIENCE:

• Three years’ experience in administrative support work and office management or an equivalent combination of education and experience.
• Facilities, fleet management, or security team experience preferred.

PERFORMANCE COMPETENCIES:

• General Facilities and Fleet Management Support
• Safety and Security
• Vehicle Inventory, Acquisition, Replacement and Disposal
• Compliance and Policies and Procedures
• Driver and Vehicle Scheduling and Training
• Fleet Tracking and Surveillance
• Facilities and Fleet Data Collection and Reporting
• Microsite Support
• General Department Support

KNOWLEDGE/SKILLS/ABILITIES:

• Must have advanced experience with Microsoft office products.
• Must be highly organized, accurate and detailed-oriented, possess excellent verbal and interpersonal skills, strong computer skills, strong writing skills, problem resolution skills, ability to work with difficult people, strong customer services skills, and ability to manage and prioritize multiple tasks, projects, and programs.
• Must have ability to work in a team environment.

CERTIFICATIONS/LICENSES:

• Must possess a valid Driver License and satisfactory driving record and use personal automobile to travel to locations other than primary office. Proof of automobile insurance required.
• Must possess a valid Driver License and satisfactory driving record to use agency automobile to travel to locations other than primary office and/or for the transportation of clients.

SAFETY SENSITIVE JOB CLASSIFICATION:

This job is classified as a “safety-sensitive” position as defined by the Oklahoma Medical Marijuana and Patient Protection Act. Due to the “safety-sensitive” classification, an employee in this position would be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children’s Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.