Administrative Assistant

Performs plant operations support and office support functions for the Plant Maintenance department. Monitor and control the computer database and manual documentation system for the energy management system, fleet management, purchasing, and fire alarm system. Collects and compiles data to prepare reports for the preparation of annual budget estimates and Safety Committee meetings.

• Adds information into the Equipment Maintenance Database system (EMDBS) concerning newly acquired equipment, including purchases, rentals, donations, and demonstrator models. Updates records concerning status when equipment is retired to taken out of service. Maintains service and repair records on equipment for review by inspectors, governmental agencies or to maintain cost records. Records, edits, and files work orders.
• Continually updates and reorganizes files for efficient record keeping, forecasting of expenses, and access to information in computers, spreadsheets, and database systems. Maintains storage of records for outside agency review.
• Attend and take minutes of meetings. Transcribe minutes/notes into required reports. Compiles data, formats reports, and assists the director in preparing annual and regulatory reports.
• Completes purchase orders and enters purchase request information in the computer. Upon receipt of equipment/supplies, check purchase orders and original prices quoted against what is charged. Researches, reports, and resolves questionable charges.
• Reviews time sheets and posts time off or corrections and submits to the director for approval.
• Ensures documentation is within Federal and State regulations, updates policies and procedures for the Vehicle Management Program. Maintains and monitors individual driver safety records, maintains individual vehicle and preventive maintenance records.

Minimum:

• Three (3) years of increasingly responsible experience, which involved performing support or operational work in a building/plant maintenance work setting.
• Strong computer skills, including spreadsheet, database, and word processing
• Strong shorthand, typing skills

Preferred:

• High school graduate or equivalent.
• College degree or college classes completed in Secretarial Science or English
• Strong communication skills, both written and verbal
• Ability to work in a fast paced environment

Mercy Medical Center, a Dignity Health member, has been building a rich history of care in our community for more than 100 years. We have grown from a small one-story wooden structure into a major healthcare provider with a new 186-bed main campus, offering the latest in facility design and technology. Mercy also operates Outpatient Centers, a Cancer Center and several rural clinics.

Wherever you work throughout our system, you will find faces of experience with dedication to high quality, personalized care. Joining our 1,300 employees, 230 physicians and many volunteers, you can help carry out our commitment to providing our community with the excellence they have come to associate with Mercy Medical Center.

One Community. One Mission. One California