General Summary

The Facilities Administrative Specialist provides administrative, procurement, records management, and project support services for the Facilities Department. This position supports facility operations, maintenance activities, capital projects, contract administration, purchasing functions, records retention, and customer service activities. The Administrative Specialist serves as a primary resource for department documentation, administrative processes, and coordination with vendors, contractors, consultants, and internal departments.

Essential & Supporting Responsibilities

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

Essential Responsibilities:

• Maintain facility, maintenance, property, contract, and capital project records in accordance with District policies and records retention requirements.
• Coordinate procurement and purchasing activities, including purchase requisitions, purchase orders, invoice processing, receiving documentation, vendor communications, and expenditure tracking.
• Maintain contract, consultant, and vendor records and monitor renewal dates, insurance certificates, licensing documentation, and other compliance requirements.
• Provide administrative support for capital improvement, facility renovation, and construction projects, including document control, project records, meeting coordination, invoice processing, and reporting activities.
• Support facility maintenance and operations programs through work order administration, service request tracking, maintenance reporting, scheduling coordination, and data management.
• Coordinate communications and information exchange between Facilities staff, contractors, consultants, vendors, and internal customers.
• Prepare reports, correspondence, presentations, documentation, and other business records to support department operations.
• Provide customer service to internal departments, contractors, consultants, vendors, and members of the public.
• Assist with evaluating and improving administrative procedures, workflows, and recordkeeping processes.

Supporting Responsibilities:

• Schedule meetings, maintain calendars, reserve facilities, and coordinate travel and training activities.
• Serve as backup support for administrative functions across the District as needed.
• Assist with special projects and department initiatives.
• Perform other related duties as assigned.

Supervisory Responsibilities

• This position does not supervise others.

Fiscal Responsibility

• This position adheres to procurement policies and procedures including managing contract compliance.

Minimum Qualifications

Required Education and Experience

Any equivalent combination of education and experience which provides the knowledge, skills, and abilities required to perform the job. Education and course work can substitute for years of experience. Typical qualifications would be:

Experience:

• Three (3) years of progressively responsible administrative support experience involving records management, procurement, project coordination, contract administration, facilities operations, construction support, or related functions.

Education:

• Associate degree in Business Administration, Office Administration, Public Administration, Accounting, Construction Management, Project Management, or a related field preferred.

Competencies for Successful Performance of Job Duties

Knowledge of:

• Reviewing, tracking, and maintaining records, contracts, reports, and other business documentation with a high level of accuracy and attention to detail. Administrative support principles, practices, and office management procedures.
• Records management, document retention, and information organization practices.
• Procurement processes, purchasing procedures, invoice processing, and budget tracking.
• Contract administration, vendor documentation requirements, and compliance tracking.
• Project coordination and administrative support practices.
• Business communication, customer service, and stakeholder relationship management practices.
• Microsoft Office applications including Word, Excel, Outlook, and PowerPoint.
• Business software and document management systems, including enterprise resource planning (ERP) and workflow management applications.

Skills:

• Organizing, prioritizing, and managing multiple projects, deadlines, and administrative responsibilities.
• Coordinating meetings, schedules, events, and department activities.
• Preparing clear, accurate, and professional correspondence, reports, presentations, and business documents.
• Maintaining confidential and sensitive information with professionalism and discretion.
• Building collaborative relationships and providing customer service to internal and external stakeholders.

Working Conditions & Expected Hours

Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions of the position.

• Work is performed primarily in an office environment and requires frequent interaction with employees, contractors, vendors, consultants, and members of the public.
• Standard work hours are generally Monday through Friday at LTD's Glenwood Office; however, schedule flexibility may occasionally be required to support department needs.
• Occasional evening or extended-hour work may be required for meetings, events, projects, or other business needs.

Travel

• Travel throughout the service area is required.
• Occasional travel outside of the region may be required for meetings, training, or other business activities.
• Operation of a District vehicle may be required.

Human Collaboration & Job Impact

• This position regularly communicates with employees, contractors, vendors, consultants, and internal stakeholders to exchange information, coordinate activities, collect documentation, and support department operations.
• Work requires the exercise of judgment within established procedures and guidelines. Non-routine issues and decisions are referred to leadership as appropriate.
• The work performed supports the effective administration of facilities operations, contract management, capital projects, procurement activities, and customer service throughout the District.

EEO Statement

• LTD is an equal opportunity employer.

How to Apply

All qualified candidates are strongly encouraged to apply by October 06, 2026. A cover letter and resume are required to be considered for this position. Applications, resumes and cover letters will only be accepted electronically.