Job Description

La Frontera EMPACT-SPC (Suicide Prevention Center), a member agency of La Frontera Arizona, is an industry leading non-profit organization dedicated to providing valued community services and resources for behavioral health counseling, crisis intervention, and suicide prevention since 1987. We are an Equal Opportunity Employer. 

**Sign-on incentives offered up to $5000 (amount varies with position)**

The Fleet and Facilities Administrative Assistant II will assist in the day-to-day administrative functions of the department. This includes, but is not limited to, support of the Facilities and Fleet Manager, responding to internal and external customer concerns, collecting data, preparing reports, data entry and analytics, preparing documents, reviewing and sending vendor invoices for approval, clerical and switchboard support for the department. Assure all persons contacting the agency, either by phone or in person, are greeted or assisted with a caring professional demeanor. 

Essential Responsibilities: 

  • Assist the Fleet and Facilities Manager in the day-to-day operations and oversight of facilities and fleet projects. This includes oversight of facilities vendor services and contracts.
  • Ensure the completion of administrative tasks as assigned. This includes, but is not limited to, managing and maintaining the fleet and facilities PO log, fleet repair log, and active vehicle list, compiling financial and data reports, and making updates in multiple systems.
  • Review and compare fleet service requests to fleet vendor invoices to ensure accuracy before sending invoices for approval. Reconcile invoice issues directly with vendors.
  • Effectively manage projects and demonstrate the ability to multitask in order to meet responsibilities of the position.
  • Monitor and respond to Agency’s service desk requests as it relates to fleet and facilities and assist with assigning fleet and facilities service desk tickets.
  • Demonstrate initiative to work cooperatively and collaboratively as part of a team to meet the needs of the department.
  • Review requests and complete purchases for facilities projects. This includes obtaining bids and price comparisons for purchases. Track facilities projects purchases and create reports when requested.
  • Develop, implement, and facilitate a standardized training procedure for all staff related to fleet and facilities and Agency Safety standards.
  • Collect Compliance Drill and live incident reports from the Site Administrators, track the reports to ensure compliance drills are completed each calendar year for the 6 required drill trainings: Fire, Medical Emergency, Bomb Threat, Violence in the Workplace, Natural Disaster and Utility Emergency. Report monthly during the Safety Committee meeting.
  • Assist and provide support to departments other than fleet and facilities as requested.
  • Must be able to create reports from multiple data sources when requested.
  • Communicate with Fleet and Facilities Manager weekly regarding workload, work scheduled, pending workload, or any other concerns.
  • Be available after normal business hours to coordinate and assist with facilities related emergencies.
  • Maintain effective communication and positive working relationships with internal and external customers.
  • Other Duties and Responsibilities as required.

Skills / Requirements

Education and Experience:

  • High School Diploma or GED required.
  • Minimum 3 years job related experience required.
  • Previous experience supporting commercial facilities preferred.

Required Skills/Abilities:

  • Excellent oral and written communication skills.
  • Strong typing skills
  • Excellent organizational and time management skills.
  • Ability to multi-task
  • Proficient with Microsoft Office and Excel.
  • Demonstrated ability to remain calm in crisis situations, work independently and cooperatively, recognize personal limitations, and relate positively and with empathy to all persons regardless of age, race, creed, gender or sexual orientation.
  • Maintain professional conduct consistent with ethical professional practice and the policies and procedures of the agency.
  • Maintain a professional demeanor and positive working relationships with internal and external team members, stakeholders, and community and business partners.
  • Maintain compliance with required training.

Physical Demands and Work Environment:

  • The typical work environment will be at an EMPACT office, working indoors.
  • Employees must be able to lift up to 15 pounds at times.
  • Occasional travel to training and out-of-state locations may occur as-needed.
  • Possibility to work from home may be necessary.