Provides support to the Facilities Department, including fiscal and budgetary responsibilities, contracting and service agreement requirements, supply orders, management of multiple operational processes, and provides customer support to a variety of both internal and external customers. A successful candidate will have strong problem-solving skills, along with the ability to manage multiple tasks simultaneously, to work independently and provide excellent customer service.
Requisition ID:
Position Number: 00001444
Employee Group: APSS
Schedule: 40 hours/52 weeks
Compensation: Level A
Benefits: Full-time
Reports to: Executive Director of Facilities
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Communicates and interfaces with faculty, staff, suppliers, contractors, architects, engineers, utilities, general public, students, etc. for the resolution of specific College needs and/or physical plant requirements
- Responds to concerns and questions from internal and external customers telephonically, online and in person
- Directs work requests to the appropriate maintenance trade or building manager
- Serves as a backup for the work order and infrastructure mapping systems
- Performs general accounting functions independently or in support of other budget and accounting personnel
- Implements, maintains, and verifies a departmental budget of approximately $12 million through Peoplesoft financials
- Reconciles all fiscal transactions, ranging from procurement cards to supply acquisitions, architectural/contractor pay applications, both within the college and with external vendors
- Coordinates and resolves invoices, pay applications, and budgetary discrepancies with appropriate departments
- Resolves PeopleSoft and financial purchasing department discrepancies as needed. Tracks down missing invoices.
- Collects Procard receipts from staff and CEBA to match to monthly report
- Files packing slips to match with invoices
- Assures that departmental purchases, service agreements, and contracts are accomplished within purchasing policy and guidance
- Develops and completes requisitions and purchase orders, including justifications, for all department activities
- Provides support to the Energy Project Manager by maintaining and recording utility statement billings
- Serves as a department representative at meetings with various vendors and suppliers as needed
- Prepares and distributes meeting minutes as requested
- Maintains the Facilities website
- Responsible for the internal staff directory. Reviews and updates the online staff directory quarterly (pictures, names, titles, etc.) to ensure accuracy
- Works with architects, engineers, and contractors to obtain As Built and Closeout Files. Archives and stores digital and hard copies of the data to appropriate locations to ensure future access
- Assists in collecting and organizing departmental data to track departmental performance and benchmarks
- Develops and issues reports as needed to the Executive Director of Facilities
- Orders office supplies and materials as needed
- Utilizes FSPROD, Microsoft Excel, and other software necessary to assist with financial and accounting reporting
- Assists in ordering interior signage for the College
- Responsible for creating process documentation for the department. Periodically reviews existing content and makes updates as needed
- Hold bi-annual vendor meetings with vendors and building managers
- Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
- Performs other related duties as assigned
JOB SPECIFICATIONS
Education Credentials
Work Experience
- A minimum of three (3) years of administrative assistance or equivalent experience required, preferably in a higher education
- Proficiency in computer applications (Microsoft Office Suite, ImageNow, and FSPROD) preferred
- Finalists must possess excellent proofreading skills and have aptitude for detailed work. A skills assessment may be required.
Skills
- Customer Service Skills
- Teamwork and Collaboration
- Soft Skills
- Technical Skills
- Analytical Skills
- Technical Writing or Documentation
Physical Demands
- Ability to work at a desk for long periods of time
- Sitting, perform desk-based computer tasks
- Lift/carry/push/pull objects that weigh up to 25 pounds
- Must be able to walk to/from/throughout campus
Mental Demands
- Ability to explain and guide someone through the completion of a process or to work with someone to find a solution to an issue; willingness to help both internal and external customers
- Exceptional organizational abilities including the ability to prioritize work and complete tasks in a timely fashion
- Ability to manage multiple tasks and priorities simultaneously
- Ability to perform daily tasks and work through unanticipated issues with limited supervision
- Optimistic attitude and proven ability to work independently and to be a productive and contributing member of a team
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
- Professional office environment providing service and support to the Facilities Department
- Periodic phone calls with requests for information and assistance from both internal and external customers along with some drop in customer traffic
- Operate within a highly fluid environment
- Must be able to travel to and traverse campus(s) to accomplish projects, meetings, and responsibilities