Office Assistant II

Position Title:

Job Description:

POSITION SUMMARY

This position provides a broad range of administrative and clerical support to the department. Assists Department Superintendents and Facility Systems Specialist with clerical, daily operational, and long-term project support. This position requires discretion and a working knowledge of departmental and college policies and procedures. Establish or adapt work procedures to new situations.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Deliver consistent, professional customer service in all general office duties, including phone support greeting customers, responding/replying to requests and communicating with facility staff through various means, dispatching department employees for service needs, and other daily interactions
2. Type correspondence, documents, and reports. Make copies, file, and distribute as necessary for the Department Superintendents.
3. Maintain copies of relevant department personnel records. Maintain logs, records, payroll information, and other job-related information. Maintain a high level of confidentially.
4. Maintain/update Ellucian Colleague (ERP software) and TMA (Facility Services work order related software) with room changes, custodial area, and square footage.
5. Review and process TMA work requests daily, ensuring accurate and timely communications with appropriate Facility Services departments. Assist with data entry for TMA computerized building daily work tickets, supplies and situation reports.
6. Assist with the coordination of equipment, furniture, and/or event set ups for use of college facilities/activities by requestor/department.
7. Assist department hiring managers with preliminary applicant review, interview scheduling, and follow up communication. Collaborate with Human Resources to ensure timely new hire processing and onboarding.
8. Review 25Live (college related scheduling software) for event conflicts and appropriate pre-event and post-event timing. Work with end users to resolve conflicts in scheduling. Requires knowledge of setup/takedown times. Work collaboratively with other departments and/or vendors.
9. Assist in administering, developing, and maintaining TMA, Facilities Profiles, B.I.N, Asset Calc, and 25Live Scheduler to ensure the integrity of the data. Assist in the data collection for the facilities condition surveys.
10. Collaborate on the development and implementation of long and short-term preventive and corrective maintenance programs.
11. Demonstrate working knowledge of the policies and procedures within the department and college system. Assist the Department Superintendents, Business and Auxiliary Services, and Information Technology and maintain data related to surplus storage and auctions.
12. Prepare and process purchasing documentation, including requests, budget adjustments, account transfers, direct pay vouchers and maintain all related records
13. Assist the Department Superintendents, Business and Auxiliary Office, and Information Technology with clerical data maintenance for surplus storage and auctions.
14. Assist with the preparation of all purchase related paperwork (including purchase requests, budget adjustments, account transfers, direct pay vouchers, etc.) for all Facility Services equipment, supplies, and contractual services. Assist in maintaining all related records.
15. Assist in the processing of purchasing credit card changes for Facility Services employees with purchase cards.
16. Assist in processing the bi-weekly payroll for all Facility Services employees.
17. Participate in achieving departmental and college goals and objectives.
18. Perform related duties as assigned.

MINIMUM QUALIFICATIONS
1. High school diploma or equivalent.
2. Two (2) years clerical experience.
3. Ability to type accurately.
4. Experience with MS Office for windows.
5. General knowledge of modern office practices and procedures.
6. Must possess and maintain a valid Driver's License.
7. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
8. Demonstrated commitment to the college's core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS
1. Associate Degree.
2. Experience with 25Live scheduler, TMA, and Colleague database software.
3. General knowledge of modern office practices and procedures.
4. Ability to perform multiple tasks simultaneously, prioritize, attention to detail, organizational skills, and initiative, all while using discretion and confidentiality.
5. English and Spanish verbal and written communication proficiency.
6. Demonstrated multicultural competence.

PHYSICAL DEMANDS
1. Normal office physical demands.
2. Ability to travel between campus locations.

WORKING CONDITIONS
1. Duties are performed indoors in the usual office environment.

Full Time/Part Time:

Union (If Applicable):

Scheduled Hours: