City of Salina, Kansas is hiring: Administrative Assistant II in Salina

2024 PR Administrative Assistant II (FAC) (10-21-2024 to 11-07-2024)

Job Title: 2024 PR Administrative Assistant II (FAC) (10-21-2024 to 11-07-2024) GR: 102 FLSA: Non-Exempt

Department: Parks & Recreation (Buildings) Division: Facilities

Reports To: Facilities Superintendent Approved: 10/21/2024 Job Code: PR (3078)

Job Title: 2024 PR Administrative Assistant II (FAC) (10-21-2024 to 11-07-2024) GR: 102 FLSA: Non-Exempt Department: Parks & Recreation (Buildings) Division: Facilities Reports To: Facilities Superintendent Approved: 10/21/2024 Job Code: PR (3078)
Apply by 11/07/2024

Description

ADMINISTRATIVE ASSISTANT II
Parks & Recreation / Facilities

The Administrative Assistant II in the Facilities Division of Parks & Recreation plays a vital role in supporting the smooth operation of essential city services. This position manages departmental records, handles financial & inventory documentation, & assists with facility maintenance projects. With opportunities to collaborate across departments & support vital services, the Administrative Assistant II’s contribution helps to maintain safe, efficient facilities for public use.

Career Advancement: Administrative Assistant III

On-the-Job Training: Our new Administrative Assistant II will receive comprehensive on-the-job training from experienced staff who are experts in facility management & city operations. This position will work in a healthy, collaborative environment where questions are welcomed, & learning is encouraged. Our goal is to foster a work environment where employees thrive & build a rewarding, lasting career.

Duties:
· Assists in tracking department budgets, generating financial reports, & processing invoices for facility maintenance or improvement projects.
· Maintains departmental financial, personnel, & operational records; prepares purchase orders; handles confidential information.
· Performs detailed data entry; types, scans, files & maintains records; composes & types routine correspondence.
· Supports the coordination of facility maintenance projects by scheduling appointments, tracking progress, & assisting in work order management.
· Coordinates communication with vendors & contractors, assisting in procurement processes & ensuring timely deliveries of supplies & services.
· Accounts for materials & supplies; orders, stocks & maintains inventory of chemical supplies.
· Maintains records of building safety & cleanliness inspections; assists in ensuring compliance with health & safety regulations, reporting any issues to appropriate personnel.
· Gathers inventory documentation for several public & municipal buildings.
· Maintains files & creates reports on building fixtures & equipment inventory.
· Maintains records for sponsorship of the tradesman exam.
· Schedules & tracks continuing education for the department licenses & accreditations.
· Attends meetings, takes notes & transcribes minutes of meetings; assists in preparation of contract documents & construction meetings.
· Answers telephones & furnishes information requested; maintains & accounts for limited office funds; handles office mail.
· Provides staff support for the Building Advisory Board & Commission Meetings; provides administrative support to other Parks & Recreation divisions as needed.

Education: High school diploma or G.E.D.

Experience:
· Two (2) years of progressively responsible clerical work in office setting; experience in a government or municipal environment is highly desirable, particularly in facilities management or operational support.
· Knowledge of software used for tracking building equipment, work orders, or facility maintenance (e.g., Limble, Asset Management) is desired.
· Knowledge of inventory control & terminology in labeling installed fixtures, equipment & parts preferred.
· Strong computer experience; proficient in Excel, Word, & PowerPoint to create reports & presentations.
· Customer service background; ability to communicate effectively with public & city departments.

Requirements:
· Must live within 40 minutes response time.
· Must possess a valid Kansas driver’s license.

Machines, Tools, Equipment: Adding machine, calculator, computer, copy machine, fax machine, printer, radio & telephone.

Work Type: Light, exerting up to 20 lbs. of force occasionally, and/or up to 10 lbs. of force frequently, and/or a negligible amount of force constantly to move objects.

Hours: Shifts vary between 7:00 a.m. - 5:00 p.m.; 40 hours per week, Monday – Friday.

Starting pay: $17.21-18.07/hr. DOQ
· Additional $1.50/hour paid for hours worked after 6:00 p.m. & before 6:00 a.m.

Paid Time Off:
· 48 hours of vacation available upon hire; additional 48 hours earned during the year (96 hours in first year).
· 96 hours of sick leave during first year.

Equal Opportunity Employer/Drug-Free Workplace:We consider applicants for all jobs without regard to race, sex, sexual orientation, gender identity, religion, age, color, national origin, ancestry, disability, or familial status. Applicants requiring reasonable accommodations to the application and/or interview process should notify a representative of the Human Resources Department at 785-309-5710.

ADA Notice:For needed accommodations, please call 785-309-5745 Office or 785-309-5747 TDD Number between the hours of 8:00 a.m. & 5:00 p.m. Every effort will be made to accommodate known disabilities. For material or speech access, please call at least 5 working days prior to the event.

TH 11/07/2024

City of Salina Human Resources Department
City/County Building
300 W. Ash Street, Room 200
Salina, KS 67401