<p>This position is covered by the AFSCME Clerical Union. Union/Fair share deductions may be made.</p><p>Description of Position:<br /><br />This position provides administrative support to District personnel and is responsible for managing District administrative work processes. This position works independently with very little direction. <br /><br />Responsibilities<br /><br />? Receives visitors and phone calls in the District offices. Responds to inquiries regarding billing, purchasing, personnel, facilities and operations, work orders and projects. Makes inquiries based on customer needs to appropriate FM and University Services Departments. <br />? Explains policies and procedures related to work order processing, work requests, how to obtain building permits, and how to initiate projects.<br />? Enters equipment record processing and preventive maintenance frequencies.<br />? Manages customer and supervisor key requests.<br />? Uses computer software including Microsoft Office suite (Word & Excel) and management reporting systems (i.e. COMPASS, PeopleSoft) to maintain data, reconcile purchasing cards and generate reports. <br />? Assists in creating, posting and submitting District level metrics and reports.<br />? Designs and maintains databases.<br />? Maintains copiers, fax machines, and printers in District office.<br />? Composes correspondence, establishes purchase orders, processes accounting documents, develops SOP’s for office administration, and develops manuals.<br />? Manages district calendar and plans and organizes district meetings. <br />? Gathers data as requested and compiles and information for reporting. <br />? Distributes mail and orders office supplies.<br />? Creates and maintains filing systems.<br />? Keeps updated customer and employee phone lists, and on-call contact list for District.<br />? Manages pager and cell phones for District.<br />? Schedules office phone and computer installations, changes and repairs.<br />? Schedules the use of limited office resources (meeting rooms, laptops, video, equipment, etc.)<br />? Manages District vehicle fleet and parking requirements.<br />? Supervises student administrative staff.<br /><br />Essential Functions of Position:<br /><br />Administrative office duties, customer service, maintaining files and data and computer proficiency. Gathering information and reporting. Responding to and handling customer inquiries for information and requests for service from internal and external customers.<br /><br /><br /><br />Work Environment:<br /><br />The work is performed in a general office setting.</p><p>Salary range: $15.70 - $26.41 hourly</p>
<p>Minimum Qualifications:<br /><br />High School Diploma/GED and four years of related office and administrative experience. Training/education may be substituted for some of the years of experience. Computer experience required. Experience in Facilities Management is strongly preferred.<br /><br />Knowledge, Skills and Abilities:<br /><br />• Excellent oral and written communication skills including customer service and the ability to deal with difficult people.<br />• Knowledge and skill using a personal computer and experience using Microsoft Office suite (Word, Excel, Access) for word processing and spreadsheets; experience using databases.<br />• Ability to maintain electronic and hard-copy filing systems.<br />• Organizational, time management, and problem solving skills.<br />• Ability to work both independently and as a team player in a fast-paced, deadline driven environment.<br />• Ability to gather and analyze information.<br />• Ability to draft memos and correspondence.</p>
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