Facilities Administrative Assistant

Description

The Administrative Assistants primary objective of this position is to assist and participate in the organization and direction of all operations, functions, and activities of the McKenzie County Building and Grounds Department. This class reports to the Facilities Director. The schedule is Monday- Friday 8:00am- 4:00pm. Level and salary commensurate with experience.

Essential Job Functions

• Serve as the primary administrative support associate for the Facilities Department providing day-to-day support to ensure efficient departmental operations.
• Manage service and vendor contracts, including organizing documentation, tracking expiration and renewal dates, and ensuring contract compliance.
• Organize and maintain department files, both physical and digital, including records related to maintenance, inspections, warranties, and project documentation.
• Code, process, and track departmental invoices and assist with budget preparation, monitoring, and reporting.
• Support processes, including tracking materials, and inventory procurement.
• Receive and respond to phone calls and email inquiries; schedule appointments, route calls, and arrange call-backs as needed.
• Assist with work scheduling.
• Support the department head with meeting preparation, note-taking, and follow-up related to the building committee meetings and McKenzie County construction projects.
• Assist in the development and maintenance of comprehensive preventive maintenance and operational plans to support building efficiency and regulatory compliance.
• Prepare routine reports to support departmental tracking and decision-making.
• Perform other duties as assigned to support departmental and organizational needs.

Minimum Qualifications

• High School Diploma or equivalent and two (2) years of administrative support experience
• Valid Driver’s License
• Must be able to report to Watford City, ND daily at required schedule time
• Extensive knowledge of computers, computer programs, scanning equipment and

various other office machines

• Creative problem – solving skills to gather relevant information to solve vaguely defined practical problems
• Ability to work on several projects or issues simultaneously
• Excellent organization skills and customer service
• Willingness and desire to learn new and challenging tasks

• Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.