Dept. Administrative Assistant - Skilled Trades

AKRON METROPOLITAN HOUSING • Akron, OH • 5h ago

AKRON METROPOLITAN HOUSING AUTHORITY
Job Title: Department Administrative Assistant - Skilled Trades
Reports to: Assistant Capital Projects Manager
Department: Construction
Date: September 2024
FLSA Status: Non-Exempt
Minimum: $19.24 Hourly
General Purpose:
Performs secretarial and related services for a department or division. Assists division/department/staff with various departmental programs/projects.
Essential Duties and Responsibilities:
The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.
Supports specific departmental programs in the form of activities such as recordkeeping, report generation, data tracking, follow-up, logging, calculating, telephoning, mailing and filing as assigned. Ensures that assigned work is completed accurately and on a timely basis. Responds to requests in a prompt and courteous manner.
Manage billing/invoicing for Skilled Trades by watching over overtime on payroll verses time entered on to work orders. Enter time from daily timesheets. Verifying that time paid equals time worked on work orders
Enter new employees in TenMast, create craft codes for Skilled Trades along with attaching correct dollar amount for invoicing purposes.
Manage Capital Work Orders so that the correct information is listed on to the work order including specific general ledger numbers.
Notify the State of Ohio Bureau of Motor Vehicles of disposition of vehicles sent back to Enterprise or those sold at Auction.
Manage and send E-checks for all vehicles on Fleet Master to State of Ohio.
Manage and create new vehicles in the Enterprise system and our Fleet Master file. Assign vehicle numbers to new vehicles and print off maintenance cards for each vehicle. Manage all paperwork to be properly placed into the vehicle, i.e. accident report forms, monthly vehicle sheet, fuel card, insurance. Send all leased vehicle titles back to Enterprise once license plates are received. Notify Enterprise when we are ready to have vehicles returned.
Notify and send to all parties in AMHA Lease Schedule and notify Administrative Assistant Housing Services to get insurance, making sure that all accidents are noted on Fleet Master and paperwork is in the master file for the specific vehicle.
Send Fixed Asset report for all vehicles returned to Enterprise and later report all vehicles sold at Auction.
Cover for Scattered Sites Foreman and Assistant Capital Project manager when not in the office for the day by collecting, scanning daily time sheets and work orders, and printing work orders.
Order and receive all appliances for Scattered Sites. Receive all stock for Scattered Sites and Mohawk.
Back-up to Assistant Capital Project Manager and SS Foreman on payroll by approving payroll and having Senior Accountant approve time off requests.
Credit card reconciliation for Skilled Trades staff and the Scattered Sites Maintenance Manager.
Contact Garage door companies to make repairs.
Greet visitors to department, actively inquires about how the visitor may be assisted, provides accurate information in response to questions and comments, and directs visitors to appropriate staff members. Always represents department and Agency in a professional and courteous manner.
Orders supplies for Pest Control and office supplies while adhering yearly budget.
Receives departmental telephone calls promptly and responds to caller inquiry or routes call to appropriate staff member. Ensures that callers are attended to and do not remain on hold. Takes accurate messages.
Prepares and composes letters, financial applications, memorandums and reports as required, ensuring that documents are accurate and free from grammatical errors. Take meeting minutes as re

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