Administrative Assistant II

Kansas Employer - Salina, KS

Full-time - Entry Level

Salina, KS

About the position

The Administrative Assistant II position at the City of Salina involves performing a variety of administrative and clerical tasks to support the Parks & Recreation department. The role requires maintaining financial, personnel, and operational records, assisting in budget tracking, and coordinating facility maintenance projects. The position demands strong organizational skills, attention to detail, and the ability to handle confidential information while providing support to various departmental functions.

Responsibilities

• Assists in tracking department budgets, generating financial reports, and processing invoices for facility maintenance or improvement projects.
• Maintains departmental financial, personnel, and operational records; prepares purchase orders; handles confidential information.
• Performs detailed data entry; types, scans, files and maintains records; composes and types routine correspondence.
• Supports the coordination of facility maintenance projects by scheduling appointments, tracking progress, and assisting in work order management.
• Coordinates communication with vendors and contractors, assisting in procurement processes and ensuring timely deliveries of supplies and services.
• Accounts for materials and supplies; orders, stocks and maintains inventory of chemical supplies.
• Maintains records of building safety and cleanliness inspections; assists in ensuring compliance with health and safety regulations, reporting any issues to appropriate personnel.
• Gathers inventory documentation for several public and municipal buildings.
• Maintains files and creates reports on building fixtures and equipment inventory.
• Maintains records for sponsorship of the tradesman exam.
• Schedules and tracks continuing education for the department licenses and accreditations.
• Attends meetings, takes notes and transcribes minutes of meetings; assists in preparation of contract documents and construction meetings.
• Answers telephones and furnishes information requested; maintains and accounts for limited office funds; handles office mail.
• Provides staff support for the Building Advisory Board and Commission Meetings; provides administrative support to other Parks & Recreation divisions as needed.
• Performs overtime as required and performs other duties as assigned.

Requirements

• High school diploma or G.E.D.
• Two (2) years of progressively responsible clerical work in an office setting; experience in a government or municipal environment is highly desirable, particularly in facilities management or operational support.
• Knowledge of software used for tracking building equipment, work orders, or facility maintenance (e.g., Limble, Asset Management) is desired.
• Knowledge of inventory control and terminology in labeling installed fixtures, equipment and parts preferred.
• Strong computer experience; proficient in Excel, Word, and PowerPoint to create reports and presentations.
• Customer service background; ability to communicate effectively with public and city departments.
• Must possess a valid Kansas driver's license.

Nice-to-haves

• Experience in a government or municipal environment, particularly in facilities management or operational support.
• Knowledge of inventory control and terminology in labeling installed fixtures, equipment and parts.

Benefits

• Paid holidays
• Health insurance
• Retirement plan options
• Professional development opportunities