Administrative Assistant/Facilities & Maintenance

Administrative Assistant/Facilities & Maintenance

Administrative Assistant/Facilities and Maintenance

DIVISION SECRETARY/ PURCHASING FACILITIES, MAINTENANCE AND CONSTRUCTION DIVISION

Under supervision, performs a range of routine to complex administrative and secretarial duties to assist the division Director and division managers maintain efficient and effective department operations. Manages department purchasing, ensuring compliance with all applicable policies and procedures. Performs related work as assigned. Reports to the Director of Facilities, Maintenance and Construction.


SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

* Provides general secretarial support to the Director and division managers, which includes but is not limited to researching and compiling data, composing routine correspondence, opening and screening mail for proper routing, maintaining schedules and calendar, establishing and maintaining division files, ordering forms and supplies, etc.

* Performs routine clerical work, including but not limited to maintaining logs and regulatory documentation, copying and filing documents, typing forms, faxing information, entering computer data, etc.

* Oversees, expedites and processes order requisitions / purchase orders, inputs orders into JDE and assists with order routing and tracking.

* Administers/tracks division contracts when requested.

* Assists managers in the preparation and management of the division's annual budgets; assists managers with information in preparing monthly reprojections and forecasts annual budget; prepares order paperwork for signatures and distributes appropriately; keeps orderly and accurate requisition information to assist division managers in tracking budgets and orders.

* Works with Finance Department to process accounts payable. Works closely with Finance Department on order discrepancy resolution between staff and vendors.

* Processes department payroll; maintains time and attendance rosters, supplies mangers with employee attendance records for attendance policy review.

* Performs special accounting tasks as assigned.

* Assembles, composes, proofreads, types, edits, copies, files and/or mails various letters of correspondence, ride downtime reports, payroll report, attendance report, punch lists, contracts, purchase orders, work orders, personnel forms, invoices, spreadsheets, and other documents.

* Attends various staff / project meetings; records, types and distributes meeting minutes when requested.

* Answers the telephone and/or screens calls; provides accurate information to callers and/or forwards calls to appropriate staff person. Sets up conference calls. Performs customer/public service duties as required.

* Receives and responds to inquiries from Park staff, outside professionals and the public regarding department projects.

* Coordinates division meetings and special events as assigned.

* Supervises the work of subordinate clerical personnel as assigned; supervisory duties include instructing, assigning and reviewing work, maintaining standards and accuracy, coordinating activities, allocating personnel, acting on employee problems, and recommending employee discipline and discharge as appropriate. Reviews the work of subordinates for completeness and accuracy; offers training, advice and assistance as needed.

* Receives and reviews invoices, ledgers, income statements, attendance records, ride downtime logs, requisitions, training documentation, etc.

* Refers to policy and procedure manuals, computer manuals, schedules, dictionaries, directories, etc.

* Operates a variety of equipment such as a computer, printer, typewriter, pager, two-way radio, fax machine, calculator, copier, telephone, etc.

* Uses clerical and computer supplies.

* Interacts and communicates with the immediate supervisor, other Park management staff and personnel, co-workers, corporate personnel, contractors, vendors, sales representatives, ride manufacturers, personnel from other Parks, and the general public.

MINIMUM TRAINING AND EXPERIENCE

Requires an Associate’s degree in business, accounting, secretarial science or related field supplemented by three to five years of experience in administrative/secretarial work, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must be able to type with speed and accuracy. Must have working knowledge of JDE accounting software.

Under supervision, performs a range of routine to complex administrative and secretarial duties to assist the division Director and division managers maintain efficient and effective department operations. Manages department purchasing, ensuring compliance with all applicable policies and procedures. Performs related work as assigned. Reports to the Director of Facilities, Maintenance and Construction.

California’s Great America is an Equal Opportunity Employer.

If you have further questions, you can address them to resumes@cagreatamerica.com or call us at 408-986-5825.