General Summary:

The Administrative Assistant/Clerk provides administrative and technical support to the Operations & Maintenance (O&M) department within a healthcare environment. This position supports maintenance operations, manages work orders, maintains records in DMLSS, coordinates preventive maintenance documentation, tracks contractor activities, and helps ensure compliance with DHA, Joint Commission, UFC, NFPA, CMS, and OSHA requirements.

Essential Duties and Responsibilities:

Provides administrative support to the Contract Maintenance Manager (CMM) and maintenance supervisors. Prepares correspondence, reports, meeting minutes, presentations, and spreadsheets. Maintains electronic and paper filing systems. Schedules meetings, inspections, contractor visits, and training events. Answers phones and provides excellent customer service. Enters, updates, and closes maintenance work orders in DMLSS. Monitors work order status and generates backlog reports. Assists with preventive maintenance scheduling and tracking. Maintains equipment records, asset information, and location data. Generates PM compliance, corrective maintenance, labor utilization, equipment history, contractor tracking, and utility reports, along with monthly facilities performance metrics. Assists with inventory and parts tracking, purchase requests, and receiving documentation. Coordinates service requests and tracks contractor work, maintaining related documentation, contracts, warranties, and service agreements. Assists with project documentation and construction records. Monitors recurring deficiencies and assists with trend reporting. Maintains documentation required for Joint Commission, DHA, UFC, NFPA, CMS, and OSHA compliance, including Life Safety documentation and accreditation survey preparation. Maintains equipment files, PM documentation, inspection records, contractor certificates, training records, safety documentation, utility reports, and regulatory compliance records. Performs other duties as assigned.

Knowledge, Experience and Skill Requirements:

High School Diploma or GED required; Associate degree in Business Administration or related field preferred. Minimum of 3 years of administrative experience preferred. Experience supporting maintenance or facilities departments preferred; healthcare facilities experience strongly preferred. Working knowledge of the DMLSS maintenance module preferred. Proficiency with Microsoft Office applications. Strong organizational, communication, and customer service skills. Ability to prioritize multiple assignments and maintain confidentiality. Excellent attention to detail.

Preferred:

Experience with DMLSS or other CMMS software, healthcare facilities maintenance, Joint Commission documentation, preventive maintenance programs, and government or military healthcare facilities.

Preferred:

Certified Administrative Professional (CAP) certification, DMLSS user training, and knowledge of Joint Commission Environment of Care and Life Safety standards. Obtain and maintain required certifications.

Work Environment:

Prolonged sitting and computer use, with occasional walking throughout the facility. Ability to lift up to 25 lbs.

Pre-Employment Requirements:

Employment is contingent upon successful completion of a pre-employment background check and drug screening. Employees must be able to obtain and maintain any base/installation access credentials required by the location. This job description is subject to change by the employer as the needs of the employer and requirements of the job change. We maintain a drug-free workplace and perform pre-employment substance abuse testing. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)