Support Services Admin Assistant

Job Details: Job Location: Maintenance

• Arvada, CO, Position Type: Full Time, Education Level: 2 Year Degree, Salary Range: $26.44 - $32.69Hourly, Travel Percentage: Negligible, Job Shift: Day, a { text-decoration: none; color: #464feb; } tr th, tr td { border: 1px solid #e6e6e6; } tr th { background-color: #f5f5f5; } Be Part of the Team Behind the Response Support the fleet, facilities, and resources that help emergency responders serve our community. Behind every emergency response is a team of professionals who ensure critical resources are available and ready for service. As the Support Services Administrative Assistant, you'll play an important role in supporting the District's Fleet and Facilities operations through purchasing, inventory management, records administration, and vendor coordination. Your work will help ensure the vehicles, equipment, and facilities that support emergency services remain organized, operational, and ready when needed.

Position Summary

The Support Services Administrative Assistant provides comprehensive administrative, technical, and operational support to the Support Services Division. The position supports the day-to-day administrative functions of Fleet and Facilities operations, including work order coordination, purchasing and invoice processing, records management, data entry, vendor communication, reporting, and general administrative support.

In addition to shared Support Services responsibilities, the position provides specialized administrative support to Fleet Services through parts procurement, inventory management, receiving and distribution of parts and supplies, maintenance of inventory records, and coordination of related documentation, tracking systems, and vendor interactions.

The position helps ensure the efficient operation of Fleet Services by maintaining accurate records, supporting purchasing and inventory processes, and facilitating timely availability of parts, equipment, and services necessary to support district operations. Primary Duties and Responsibilities: The following duties are an overview of the primary duties and responsibilities of the Support Services Administrative Assistant and should not be considered an all-inclusive list.

Administrative and Operational Support Demonstrate knowledge of and adherence to district policies, procedures, rules, and guidelines applicable to the Support Services Division and district operations, including those contained in the Member Handbook and Standard Operating Guidelines. Receive, prioritize, track, and coordinate Fleet and Facilities service and repair requests; create, update, and maintain work orders within applicable software systems.

Review completed work orders for accuracy and completeness, including verification of labor, parts, notes, and supporting documentation prior to closure; compile and distribute work order reports as requested. Provide administrative support for Support Services Division projects and initiatives, including research, coordination, documentation, tracking, and report preparation.

Perform general administrative duties in support of Fleet and Facilities operations, including document management, recordkeeping, data entry, filing, scanning, copying, correspondence preparation, scheduling, mailing, shipping, and report generation. Fleet Administration and Inventory Management Receive, review, and enter vehicle fuel usage information into fleet maintenance management systems; generate preventative maintenance reports and notify Fleet personnel of scheduled maintenance requirements; follow up with personnel regarding missing or inaccurate fuel usage records.

Research products, equipment, materials, and services; obtain quotes; coordinate vendor services; place approved orders; and communicate with vendors to support Fleet and Facilities operations. Procure vehicle, apparatus, equipment, and maintenance-related parts for Fleet operations by researching products, coordinating with approved vendors, tracking orders, and resolving backorders, substitutions, discrepancies, or delivery issues.

Receive Fleet parts, supplies, and equipment; verify shipments against purchase orders and packing documentation; identify and resolve discrepancies; and accurately process receipts within applicable inventory, purchasing, and maintenance management systems. Maintain Fleet inventory records by entering and updating inventory data, monitoring stock levels and reorder points, assisting with physical inventories, and identifying inventory requiring replenishment.

Coordinate the organization and administrative control of Fleet inventory to support inventory accuracy, parts availability, and efficient maintenance operations. Purchasing, Financial, and Budget Support Process invoices, receipts, purchase orders, credit card transactions, and related purchasing documentation for the Support Services Division.

Coordinate payment processing with Finance; reconcile and submit credit card documentation; and communicate with vendors regarding invoices, receipts, credits, and other purchasing documentation. Manage invoicing and billing for work performed on behalf of outside agencies. Support the annual budget process by maintaining financial records, monitoring expenditures, compiling documentation, and preparing reports as requested.

Compliance, Records, and Accreditation Serve as the Support Services Division representative and coordinator for district accreditation activities; prepare, edit, maintain, and submit accreditation documentation in partnership with the Division Chief. Prepare and process Department of Motor Vehicle transactions, including vehicle registration, titling, plating, renewals, and related compliance documentation; maintain records and monitor deadlines to ensure compliance.

Maintain documentation and reporting related to vehicle accidents, damage claims, and property incidents; submit and monitor insurance claims and coordinate follow-up activities with insurance carriers as needed. Serve as an administrator or designated user for Fleet and Facilities software systems by maintaining data integrity, supporting system access, generating reports, updating content, and assisting with system administration functions.

Customer Service and Professional Responsibilities Develop and maintain positive and effective working relationships with district personnel, volunteers, residents, governmental agencies, business partners, vendors, and community stakeholders. Communicate professionally and effectively in both written and verbal formats.

Attend and participate in meetings, trainings, and professional development activities as required. Work effectively both independently and collaboratively in a team-oriented environment. Provide responsive, professional, and customer-focused service to internal and external customers. Demonstrate initiative, accountability, professionalism, and a positive attitude in the performance of assigned duties.

Operate a district vehicle to pick up, transport, and deliver parts, supplies, equipment, records, and other materials; travel between district facilities, vendors, governmental agencies, and other locations in support of Fleet and Facilities operations. Perform other duties as assigned.

Qualifications

Minimum Qualifications

Have an associate degree in a business-related field of study, or a combination of experience and education that reflects a similar level of competency. Valid state-issued driver's license and an acceptable driving record. Two (2) years of progressively responsible administrative support experience, preferably involving purchasing, records management, data entry, inventory control, customer service, or operational support functions.

Demonstrated proficiency using computer systems, business software applications, and standard office equipment.

Preferred Qualifications

Experience as a service writer or in an administrative support role within a fleet maintenance, vehicle maintenance, apparatus maintenance, public works, transportation, or similar operational environment. Experience with purchasing, parts procurement, receiving, inventory control, and inventory management processes. Experience supporting fleet services, facilities maintenance, logistics, operations support, or comparable service delivery functions.

Experience processing invoices, purchase orders, budgeting records, or other financial and purchasing documentation. Experience administering, maintaining, or reporting from Computerized Maintenance Management Systems (CMMS), fleet management systems, inventory management systems, or work order tracking software. Experience with PSTrax, MaintainX, or similar fleet, inventory, maintenance, or asset management software.

Knowledge, Skills and Abilities (KSAs) Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint. Ability to utilize Microsoft Outlook for email management, calendar coordination, meeting scheduling, and mailbox organization. Ability to utilize Microsoft Excel to create and maintain spreadsheets; sort and filter data; develop and use basic to intermediate formulas (live VLOOKUP); and create reports, charts, and pivot tables.

Ability to utilize Microsoft Word to create, edit, and format documents; develop templates; manage document revisions using Track Changes; and perform mail merge functions. Ability to utilize Microsoft PowerPoint to create professional presentations, apply templates, and incorporate multimedia content. Working knowledge of Microsoft 365 applications, SharePoint, OneDrive, Teams, and other collaborative technologies.

Ability to learn and effectively utilize fleet management, work order, inventory management, purchasing, and records management software applications. Ability to maintain accurate records and perform detailed data entry with a high degree of accuracy. Ability to organize, prioritize, and complete multiple assignments while meeting deadlines and maintaining attention to detail.

Ability to communicate effectively, both verbally and in writing, with individuals from diverse backgrounds and at all organizational levels. Ability to interpret and follow written and verbal instructions, policies, procedures, and technical information related to assigned responsibilities. Ability to establish and maintain effective working relationships with district personnel, vendors, contractors, governmental agencies, and community stakeholders.

Ability to read, write, speak, and understand English sufficiently to perform the essential functions of the position. Ability to safely operate a district vehicle to transport and deliver parts, supplies, equipment, documents, and other materials between district facilities, vendors, governmental agencies, and other business locations.

Work Environment and Physical Requirements: The Support Services Administrative Assistant primarily performs work in an office environment located within or adjacent to Fleet and Facilities operations. The position routinely interacts with Fleet maintenance personnel and may periodically access maintenance shops, storage areas, district facilities, vendor locations, and governmental offices in the performance of assigned duties.

The conditions and physical demands described below are representative of those an employee may encounter while performing the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. Typical work schedule is a 40-hour work week, Monday through Friday.

Work is primarily sedentary and performed in an office environment, with frequent use of a computer, telephone, and other standard office equipment. Frequent verbal communication, hearing, near vision, distance vision, depth perception, and the ability to adjust focus are required to perform assigned duties. The position requires prolonged sitting and frequent use of hands and fingers to operate computers, keyboards, calculators, and other office equipment.

Frequently required to stand, walk, reach, bend, twist, grasp, carry, and perform repetitive hand and arm movements associated with office, records management, inventory, and administrative functions. Occasionally required to kneel, stoop, crouch, or squat when accessing files, inventory, supplies, equipment, or storage areas.

Must be able to frequently lift, carry, push, pull, or move objects weighing up to 25 pounds and occasionally lift or move objects weighing up to 50 pounds. Frequently required to handle, transport, organize, and store parts, packages, supplies, records, and equipment associated with Fleet and Facilities operations. Requires periodic movement throughout district facilities, including the ability to climb and descend stairs multiple times throughout the workday.

Duties require periodic travel between district facilities, vendor locations, governmental agencies, and other locations within the metropolitan area. The work environment includes routine exposure to noise, moving vehicles, tools, equipment, fumes, odors, dust, and cleaning or automotive-related chemicals commonly associated with fleet maintenance and facilities operations.

Appropriate safety practices and personal protective equipment shall be utilized when entering operational or maintenance areas.