Administrative Assistant to Facilities

Administrative Assistant to Facilities

Supervised by: Director of Facilities
Department: Facilities	Grade: G
Category: Full-time Support	Status: Non-Exempt

Function of the Job

Perform responsible administrative, technical, and office duties for the facilities department. Oversee operations of the office and assist the supervisor with administering department functions.

Duties and Responsibilities

1. Perform responsible office and administrative duties for the supervisor, including but not limited to, prepare correspondence and forms, schedule calendar, make appointments, schedule meetings, answer the telephone, provide general information and assistance upon request, and monitor the budget.
2. Maintain files and records necessary for the compilation of reports for specific purposes or personnel.
3. Order supplies, perform follow-up, receive supplies, and deliver as required.
4. Assist in training, assigning responsibilities, and supervising College work-studies in the office.
5. Oversee the license, permit, and inspection of the underground storage tanks.
6. Maintain College van fleet, including keeping track of reservations and expenses, scheduling repairs, and preparing necessary reports.
7. Coordinate the update of facility drawings and documents (electronic and paper) to reflect improvements and changes.
8. Oversee operation of the mail room and shipping/receiving; process outgoing mail and packages
9. Prepare and track contracts and invoices for external bookings.
10. Coordinate special events, conferences, and equipment between appropriate College departments and outside parties who are using College facilities.
11. Book room reservations for meetings and special classes. Enter in Banner all activities held at the College outside of regularly scheduled classes.
12. Assume all other reasonable professional duties and responsibilities as assigned by the supervisor.

Essential Functions

1. Understand and support the mission of the community college.
2. Must be able to communicate effectively by phone and email on a daily basis
3. Must possess excellent computer skills with the ability to work with Microsoft Office products.
4. Must be able to provide and understand verbal/visual orders from supervisor and to subordinates.
5. Must be able to operate office equipment proficiently.
6. Must be able to work in a team environment.
7. Must be able to interpret rules, regulations, policies, and procedures

Personal Interaction

Frequent contact is made with College personnel, faculty, student and the general public in the routine performance of duties and in providing routine departmental services and duties.

Supervision Excercised

Functional supervision is exercised over designated College work-study personnel.

Requirements

Associate’s degree and two to three years of responsible office experience or equivalent education and experience required. Proficiency in computer word processing and spreadsheet required. Experience with bookkeeping and blueprint reading preferred.

Revised: 5/15/2024