Location: Escanaba,MI, USA
The Facilities Administrator under the general supervision of the Facility & Operations Manager is responsible for providing assistance on a wide variety of complex administrative tasks. The Facilities Administrator also guides Facilities Management team members and serves as a back-up point of contact for internal and external clients or customers on all matters pertaining to Facilities Management.
ESSENTIAL FUNCTIONS: (includes, but is not limited to, the following)
* Collects, analyzes, and interprets statistical data regarding governmentally funded developments and programs for the purpose of daily, weekly, monthly, and yearly accounting-based responsibilities such as DV's, Purchasing Requisitions, space costs, lease addendums, work logs.
* Responsible for maintenance and the development of databases, report writing, and accounting based tasks for month and year end accounting reports and data. Generating reports, journal entry sheets, etc. for applicable Sault Tribe accounting team members.
* Serves as secondary management representative when Facility & Operations Management is unavailable. This includes the planning and scheduling of all repairs and/or requests of 38+ tribally owned building and lessees on a daily basis.
* Maintains files, prepares, and reviews correspondences and reports for editing purposes, files, and retrieves documents, records and reports.
* Processes vendor payments for services complete either by reconciliation of purchasing orders or by direct invoice and DV
* Responsible for monitoring correspondence, time and attendance information, schedules and processing of time worked by Facilities Management staff with Kronos on a bi-weekly basis.
* Plans, prepares and coordinates meetings, schedules, attendees, takes and distributes minutes
ADDITIONAL RESPONSIBILITIES: (includes, but is not limited to, the following).
* Monitors and verifies work has been completed accurately by outside contractors and in-house maintenance staff.
* Maintains positive relationship with tenants leasing space in 38+ tribally owned buildings.
* Maintains key access and control data for all 38+ facilities.
* Assists with bid processing and site walkthroughs with potential vendors on projects out for bid with Sault Tribe Purchasing.
* Cleans and maintains overall cleanliness of buildings such as restrooms, stocking toiletries, etc. when staff is absent.
* Attendance at committee meetings as needed i.e., Land and Space Planning Committee and Employee Team Building Committees.
* Check in mail, stock items, and packages and reconcile or verify delivery.
* All other job-related duties as assigned
CONTACTS:
Immediate peers, peers in other departments, immediate supervisor/managers in other departments, executives, Board of Directors, customers and outside vendors/service providers.
PHYSICAL REQUIREMENTS:
Position medium with lifting of 50 pounds maximum and frequent lifting/carrying up to 25 pounds. Physical factors include constant standing, waling, sitting, reaching, manual handling, use of hearing, smell, near/mid/far vision, depth perception, color/field of vision, bending; frequent pushing/pulling, climbing, stooping, kneeling; occasional crawling and typing. Working conditions include frequent exposure to weather, extreme heat/cold, wet/humidity, noise and vibration. Potential hazards include constant exposure to moving mechanical parts, frequent infectious exposure and exposure to needles/syringes and occasional exposure to electric shock, high exposed places, chemicals, insecticides/pesticides, computer and equipment use.
REQUIREMENTS:
Education: High School Diploma or GED required. Associates in Applied Science Office Administration or three years of demonstrated ability in relevant work experience may be substituted in lieu of degree.
Experience: Three years' experience in administrative office support required, with a minimum of three years' experience in a tribal government setting, and two years' experience in a supervisory role.
Certification/License: Must have a valid driver's license and be insurable by the Sault Tribe Insurance Department. Must comply with annual driver's license review and insurability standards with the Sault Tribe Insurance Department. Will be required to undergo and successfully pass a background check. Must maintain good moral character. Will be required to complete and pass pre-employment drug testing.
Knowledge, Skills and Abilities: Must have working knowledge of project management and training material development. Must have working knowledge of practices and formats for development and strategic planning, construction, financial and human resource management and effective training methods. Working knowledge and proficiency in organizational flow chart, project management specialty software programs such as Microsoft Office (Word, Excel, PowerPoint, Access and One Note etc.) Additional programs and software's include Adobe Pro, Kronos and JD Edwards. Must be proficient in word processing, spreadsheets, databases, creating electronic correspondence and forms. Must be able to troubleshoot general office equipment. Must be able to communicate effectively both verbally and in writing. Working knowledge of Tribal governmental, internal services. Knowledge of Tribal budgeting processes knowledge of Tribal Board of Directors and Tribal organizational structure. Native American preferred. Must maintain confidentiality.