Office Assistant- Facilities

Job Description

Job Description

Job Summary:

Manages all purchasing, inventory systems, processes, and administrative functions for the Facilities Services office. Responsible for all purchasing, invoice tracking, and inventory management. Provides clerical, financial, and project support for Facilities Services management and the Director of Facilities. Serves as an administrative assistant to the department with scheduling assistance, recording minutes from board meetings, and other meetings and other duties as assigned. Responsible for data mining and KPI reporting. Assists in work order distribution and facilities dispatching.

Duties/Responsibilities:

This job description is not to be construed as an exhaustive statement of duties or responsibility requirements. Employees may be required to perform other job-related instructions as requested by the supervisor, subject to reasonable accommodation .

• Works on special projects as directed by the Executive Director of Facilities.
• Tracks project costs in order to meet budget as well as develop and manage a detailed project schedule and work plan.
• Provides project updates on a consistent basis to Director of Facilities about strategy, adjustments, and progress.
• Assists with the tracking of inventory of all facilities products, materials, equipment, and goods. 
• Tracks and maintains record of incoming and outgoing invoices, reimbursements, warranty information, and budget entries. 
• Monitors departmental budgets and provides budget reports to Director of Facilities. 
• Assists with all purchasing in facilities by coordinating with facilities management to obtain proper PO’s, identify best practices, best pricing, and standardization in various products. 
• Manages receiving of all products purchased through Facilities. 
• Tracks all Central Supply purchasing and distribution of supplies and reviews for approval interdepartmental billing for ordered material. 
• Assists with data entry and reporting from work order management and inventory management systems. 
• Reports on key performance indicators and special projects or other information for department management. 
• Covers the front desk, assists visitors signing in; checks out keys and key cards to contractors, and provides congenial information and assistance to visitors.
• Answer and route phone calls, answer questions about the work order process and assist callers with submitting work orders in the School Dude system. Assist with communications to the campus community surrounding any issues, including the status of open work requests.
• Responsible for monitoring the base station’s two-way radio calls and dispatching calls to the appropriate personnel.
• Assist in monitoring the Facilities email inbox; forwarding emails to the appropriate contact and/or answering emails as necessary.
• Responsible for printing invoices and statements to including entering information for processing including but not limited to date received, vendor number, invoice total, work order number, and GL number.
• Provide routine assistance to the Student Housing department regarding updates on open work orders.
• Responsible for distributing mail and package deliveries to the appropriate personnel.
• Manages the Central Supply distribution of office supplies including but not limited to updating pricing of the catalog and reorders supplies as necessary and maintaining accurate inventory; monitoring all incoming/outgoing items from Central Supply. Responsible for completing end-of-month Central Supply journal entries for each ordering department. 
• Assists in onboarding new Facilities personnel including entering into the work order system, and issuing key lockers and mailboxes.
• Maintains Facilities leave requests calendar to ensure accurate tracking of attendance.
• Responsible for scheduling monthly safety and department meetings.
• Maintains and updates on-call calendars.
• Submits work order graph report to the Executive Director of Facilities twice per week.
• Maintains an accurate list of contractor keys and key cards.
• Responsible for updating the Facilities directory.
• Provides clerical assistance to departmental management and/or personnel of Facilities Services as needed.
• Other duties as assigned.

Required Skills/Abilities:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. All job requirements listed indicate the minimum knowledge, skills, and/or ability deemed necessary to perform the job proficiently. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Experience with a personal computer and its related software such as Microsoft Word, Excel, Outlook, Internet Explorer, Access, and internet-based databases.
• Excellent communication skills, both verbal and written to process correspondence and provide information and assistance.
• Ability to understand inventory and tracking systems and knowledge of general purchasing. 
• Ability to deal with people in person and on the phone in a calm and professional nature.
• Ability to make decisions accurately and appropriately to be able to distinguish emergencies.
• Ability to perform calmly in emergency situations; does not panic and gets proper information for handling people and phone calls.
• Spelling, grammar, punctuation, and proofreading skills, normally used in daily correspondence and communications, such as those normally obtained in high school, are necessary to communicate correct information.
• Ability to solve problems and think critically and independently for organizing and completing workload.
• Ability to be flexible and receptive for receiving instructions from more than one person.
• Ability to perform multiple tasks to handle heavy workload.
• Ability to use a copy machine and/or scanning equipment to duplicate information.
• Ability to add, subtract, multiply, and divide in all units of measure, and use a ten-key calculator to calculate payables, reports, and inventory.
• Ability to use a personal computer and other standard office equipment such as a printer, copy machine, scanner, etc. to prepare various invoices, work orders, Central Supply billing, envelopes, letters, and other office communication.
• Ability to be discreet for maintaining confidentiality of files and conversations.

Education and Experience:

• Associate’s or Bachelor’s degree preferred 
• Office experience is required

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential demands of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to walk; sit; use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions or conditions created by age and deterioration due to age needing maintenance. This position has an obligation to report such work or issue that is observed. The noise level in the work environment is usually quiet but could be at times loud. Some dust and grease in the environment. 

WORKING AT DU HAS ITS BENEFITS:

• Generous time off including 4+ weeks of paid time off starting your first year
• Free tuition for your whole family 
• Free tickets to Drury home sporting events
• Health and wellness benefits at extremely competitive rates
• Free use of onsite fitness center on Springfield campus
• Discounted meals and Drury merchandise on campus