Maintenance and Facilities Administrative Assistant

General Qualifications

The Maintenance and Facilities Administrative Assistant is a Ministerial position. Ministerial staff render their work, stewardship, relationships and behavior as evidence of being followers of Jesus Christ while embracing and affirming Mount Hermon Association, Inc.’s (“MHA”) mission, vision and beliefs. They are responsible for defining, cultivating and leading MHA’s Christian community, conference programs, and retreats.

All staff join into our community life of prayer, worship and spiritual activity, including but not limited to staff meetings, attendance at programs, Bible Study, and staff gatherings.

Position Objective

This is a full-time, temporary employment opportunity. The anticipated end date for this assignment is April 20, 2026. Continuation of employment is contingent upon business needs and performance, and this temporary role does not imply a promise of permanent status.

The Facilities Administrative Assistant is responsible for providing administrative support to the Maintenance and Facilities Departments including, but not limited to, record keeping, general clerical, and administrative tasks with the goal of maintaining MHA buildings and grounds to ensure an outstanding and life transforming guest experience in a manner consistent with MHA’s mission, vision and values.

Key Job Accountabilities

• Coordinate daily work orders that come in from other departments and input on Google Drive and Eagle CMMS. Generate Maintenance On-Call monthly calendar schedule.
• Generate and submit monthly water quality report to State Water Boards. Assist in preparing annual and semi-annual wastewater monitoring and reporting to State Water Boards.
• Work closely with MHA water system operators with regards to community water and road services. Generate quarterly billing, customer notifications, and address questions and requests from community members.
• Produce and update staff housing agreements as needed.
• Update and maintain files of all MHA vehicles, assist with vehicle insurance claims and fleet services. Coordinate with MHA auto mechanic regarding repairs, DMV paperwork, vehicle purchases and sales. Arrange for towing services as necessary.
• Organize, update, and maintain records associated with MHA physical and electronic key systems. Manage key inventory, assign keys, code staff badge/door keys and audit electronic locks as necessary.
• Keep and record all vendors’ lists. Update list as necessary.
• Ordering supplies and equipment for Maintenance and Facilities Department.
• Scheduling contractors and vendors for department managers.
• Other duties as assigned.

Supervisory Responsibilities

• None

Education

• Minimum of a High School diploma or equivalent. Some form of higher education is a plus.

Work Experience

• Prior experience in clerical and administrative functions.

Knowledge, Skills and Abilities

• Ability to establish priorities, work independently, and proceed with objectives without supervision.
• Must have excellent written and verbal communication skills.
• Skill to use a personal computer and various software packages including Microsoft Office, Google Drive and Gmail.
• Ability to handle a busy and demanding work schedule in an efficient manner.

Physical Demands

The physical environment requires the employee to work both inside and outside (on occasion). Requires sitting for stretches of time, standing, squatting, stooping, twisting and the ability to legally drive and operate motor vehicles.

Additional Requirements/Skills

• Occasional travel or necessary overtime may be required.
• Continual willingness to attend training classes or seminars as directed.
• Adherence to the basic principles as expressed in MHA’s Mission, Vision, Values and Commitment statements.
• Adherence to company dress code and professional standards for personal grooming and appearance.
• Must agree to and comply with MHA’s employee driving guidelines for MHA-owned vehicles and personal vehicles for business purposes.
• Satisfactory completion of background investigation, or valid work permit, as well as ability to provide proof of eligibility to work in the United States.

• This job description reflects essential functions of this position. It does not restrict management’s right to reassign duties and responsibilities to this job at any time.