Facilities Services Assistant
Job Title: Facilities Services Assistant
Classification: C4
Department: Facilities Services
Updated: January 2019
Job Summary
Provide support for the Associate VP of Facilities Services and support projects and programs within Facilities Services.
Responsibilities
Essential Functions:
- Provide clerical support for Associate VP & AP Staff for Facilities. This includes calendar maintenance, meeting set up and preparation, travel arrangements, purchasing, mail processing, file maintenance, other clerical tasks for the division as assigned.
- Provide clerical support for Facilities Services – Bi-weekly processing of UltraTime for hourly and student employees, manage personnel records including employee vacation/sick and overtime, injury reports, attendance bonus etc., postings for student workers, mail processing, file maintenance, travel arrangements, process invoices, process supply requisitions, responsible for on-line requisitioning for invoices over $5,000.
- Motor pool – Coordinate, maintain vehicle registrations, license and maintenance records, process motor pool charge backs to departments.
- Postage-Maintain balances in post office permits, track and process charge backs to departments for postage.
- Budget reporting an analysis – Track base and working budget changes, assist with monthly budget reports, Investigate budget variances, assist with monthly analysis and projection, prepare special reports as requested.
- Member by appointment of Purl Cobb Memorial Training Committee – Serve as secretary for the Committee, process and track reimbursements requests, maintain records as required by by-laws, handle communication with Facilities Services and Planning Staff.
- Manage Facilities Services & Planning Website maintenance – Content management software expert for the unit, train PSS staff in content management software, recommend changes to Website design and assist with implementation, work with PSS staff to keep content and pictures updated.
Non-Essential Functions:
- Assist with backup for Customer Service.
- Assist in management for front desk operation.
- Hire, train, and supervise student employees along with Facilities Planning Secretary.
- Assist with purchase of hardware/software.
- Maintain calendar for conference rooms, in service building.
Required Qualifications:
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive interpersonal relationships.
- Typing and spelling competency.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully use a variety of computer software applications.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.
Preferred Qualifications:
- Bachelor’s degree in business or accounting.
- Higher education work experience.
- Familiarity with fund accounting methods.
- Familiarity with office operations in an architectural or construction firm.
Supervision Received:
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility. .
Supervision Exercised:
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands:
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.