Administrative Assistant Facilities

Administrative Assistant in Facilities The Administrative Assistant in Facilities provides comprehensive administrative support to the Facilities Department, managing office operations, work orders, and key control. Ensuring efficient communication and organization within a fast-paced environment. Essential Functions: Document Creation and Management: Prepare correspondence, reports, and legal documents from various sources; maintain accurate records and confidential files. Office Operations: Manage mail, equipment maintenance, requisitions, vouchers and office supplies. Data and Reporting: Compile data, prepare reports, and maintain databases/spreadsheets. Communication and Customer Service: Answer phones, greet visitors, and respond to inquiries. Scheduling and Coordination: Arrange appointments and meetings. Facilities Support: Manage building keys and monitor/assign facilities work orders via electronic ticketing system. General Administrative Duties: Update reference books and manuals; perform other duties as assigned. Qualifications, Licenses and Certifications: High school diploma or equivalent. 4+ years of progressively responsible administrative experience. Proficiency in MS Office Suite (Word, Excel, Outlook). If an employee drives on behalf of the Court, the employee must possess and maintain a valid Michigan driver's license, no fault insurance and access to a vehicle to use in the performance of assigned duties. Knowledge, Skills, and Abilities: Strong organizational and time-management skills. Excellent communication and interpersonal skills. Ability to prioritize tasks and meet deadlines. Problem-solving and decision-making skills. Ability to operate standard office equipment. Ability to work well under pressure. Ability to follow direction. Thorough knowledge of Court processes and procedures. Ability to establish and maintain effective working relationships with all stakeholders (internal and external). Ability to interact with the public professionally, addressing inquiries and resolving issues effectively. Proven ability to exercise sound judgment and maintain confidentiality. Ability to work with a diverse population. Additional Requirements: Successful completion of criminal and IV-D background check, fingerprinting and rechecks. Applicants must be legally authorized to work in the U.S. Physical Requirements: Must be able to lift 25 lbs. The above statements describe the general nature and level of work performed by employees assigned to the title. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this description. Specific job duties vary from position to position. Grant funded positions are contingent on availability of grant funding and may be terminated should funding substantially reduce or cease. The affected employee may be considered as a candidate for other vacant positions within the Court for which they are qualified.

Created: 2026-03-07