• Facilities Administrative Assistant

    Job Summary

    This position provides administrative support for the college’s Facilities Department and includes; administrative tasks, analytics and general bookkeeping support.

    Responsibilities

    • Receives, screens, and routes incoming calls and emails and work requests concerning various maintenance issues and requests for specific services
    • Receives and processes requests concerning campus/instructional site facilities rentals; prepares contracts, reservation forms, and payment invoices; and maintains associated calendars
    • Processes purchase requests
    • Processes purchase order receipts, invoices and requests for payment.
    • Maintains budget information; amends budgets as needed; and provides director with monthly reports
    • Maintains records of departmental expenditures and calculates and types departmental requests for each expenditure
    • Maintains fiscal and administrative records; revises filing systems; reviews various reports and forms for accuracy and completeness; and gathers data from files and prepares reports of a routine nature
    • Processes monthly purchase card reports
    • Maintains monthly and annual utility records
    • Assists with maintaining inventory of MR & O supplies
    • Types, copies, scans, faxes, and shreds documents
    • Signs for and records deliveries
    • Attends meetings and creates minutes as required
    • Collects quotes and verifies quotes are complete per meeting minutes
    • This role is designed by the institution as a Position of Trust
    • Performs related duties

    Required Qualifications

    • High school education
    • Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years

    Proposed Salary

    Commensurate with relative experience and education. 

    Required Documents to Attach

    • Resume
    • Cover letter

    Knowledge, Skills, & Abilities

    • Knowledge of college policies and procedures
    • Knowledge of modern office practices and procedures
    • Knowledge of computers and job-related software programs, such as Peoplesoft
    • Knowledge of generally accepted accounting principles
    • Skill in the provision of customer services
    • Skill in oral and written communication

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