Job Information
Ingham County Human Resources Administrative Assistant – Facilities in Lansing, Michigan
Under the supervision of the Director of Facilities, coordinates the daily work flow of the department. Provides accounting, clerical and administrative support. Receives, prioritizes and records work orders. Compiles and analyzes information for the department's accounting activities and budgets. Maintains departmental files. Serves as liaison to internal departments as well as external agencies, contractors and organizations. Maintains the department's website.
Essential Functions
Receives, prioritizes and dispatches staff on work orders for County Departments and partners. Keeps log of work orders and prepares summary report. In the absence of the Managers, assign work orders, take calls, answer questions and assist staff. Assist Managers; answer questions, gather and compile information on projects, purchase orders and contracts as needed.
Performs and maintains accounting & budgetary functions for the Facilities Department. Responsible for data entry of accounting transactions, computation & distribution of charges and/or credits and of auditing accounts for maintenance funds. Assists in preparing reports and information regarding the departmental budget.
Receipts, cross-references and arranges payment of invoices utilizing computerized system. Enters purchase orders and tracks expenditures against the Facilities Department budget.
Performs data entry of invoices, purchase order requisitions, and reports. Initiates various reports from data entry such as budget status and attendance reports.
Initiates, processes and maintains contracts for the Facilities Department including contracts on building systems, equipment, construction projects, and contractual services. Maintains contact with legal counsel regarding contracts and coordinates payments for these contracts.
Issues gate cards and ID Card Access. Acts as Software administrator utilizing the Premisys, Galaxy or Bosch software; create and assign ID access cards at the request of departments. Add or delete access as needed per the request of the department. Create access groups, group schedules. Verifies card access and runs reports. Coordinates with the City of Lansing for the issuance of monthly parking passes.
Maintains department personnel records and files, accident reports, disciplinary actions and other documents including electronic and paper copies. Reviews and processes payroll, and Personnel Action Requests using computerized system as well as assisting with the pre-employment process. FMLA tracking and notifying managers if there are discrepancies. Receives and distributes paychecks.
Performs secretarial functions for the department, includes taking minutes at various meetings. Uses a variety of software programs to provide secretarial support including typing, compose and preparing documents, data entry, proofreading, filing, copying, scanning, faxing, processing incoming mail, distributing outgoing mail and other clerical functions. Receives telephone calls and walk-in visitors and responds to inquiries, requests for services, and complaints.
Schedules conference rooms for various County and non-profit organizations, including set-up and video equipment requests. Also schedules teleconferencing.
Maintains the department's website. Dept. Meeting Scheduling & Dept. Zoom Admin.
Maintains relationships with vendors and orders supplies including janitorial, office, maintenance supplies, office equipment, and cell phones. Distributes and maintains list of cell phones
Department Procurement Card Coordinator. Verifies all p-card documents from all department staff, verifies accuracy, data entry for submission to Financial Service Dept.
MUNIS Contract Module Assist. Attend MUNIS training, with the Director's approval assist other department administration with training their staff on the contract module in M
