Facilities Specialist

Facilities Support Specialist

In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth's Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link or call DARS at View phone number on click.appcast.io, or DBVI at View phone number on click.appcast.io.

Assist with the daily administrative operations of the Facilities Department on the Portsmouth Campus. Provides clerical, technical, and administrative and project support in all phases of the Facilities Department. The Administrative Assistant will be responsible for ensuring the efficiency and smooth operations for their assigned supervisor and their department. Duties require independent judgment with an understanding of Facilities Department functions, procedures and terminology.

Enter and monitor purchase orders, term contracts, and perform other basic accounting tasks ensuring accuracy and meeting all established deadlines following SSC rules and regulations. Prepare proof and edit documents, correspondence, spreadsheets and reports as directed ensuring accuracy and meeting all established deadlines. Regularly processes invoices for the Facilities Department including creating purchase orders, following them to completion and submission to Fiscal Services for payment. Process invoices in a timely manner on goods/services received and complete to expedite payment in accordance with Virginia Prompt Payment Act. Maintain files on all purchase orders and state contracts. Process purchase orders into the state ordering system. EVA orders will be processed in a timely, accurately following all SSC/VCCS regulations. Able to enter EVA requests into School Dude, create work orders, and close work orders. Answers and direct phone calls, take messages, and field/answer all routine and non-routine questions. Responsible for ordering and maintaining office supplies, securing and maintaining office equipment, establish and maintaining a filing system, sorting and distribution of mail, creating and maintaining an accurate calendar. Maintain an accurate 1500 hour spreadsheet for assigned employees per campus level. Oversee the purchase of personal protective equipment such as safety shoes, foul weather gear, and uniforms. Check E-mail daily and respond promptly to avoid delays. Prepare travel arrangements and employee memberships as required. May occasionally be required to utilize personal vehicle for College business.

Special Assignments - May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's/Required Qualifications - Knowledge of and ability to use a variety of PC-based software including e-mail, word-processing, spread sheets, database and power point. Knowledge of accounting principles, purchasing requirements and basic contract law. Knowledge of office procedures, office professionalism, office etiquette, and office management in an automated environment. Ability to perform general clerical skills including filing, typing, and editing. Strong organizational planning skills. Knowledge of effective customer service techniques. Knowledge of budget/financial management practices and techniques. Ability to communicate effectively, both orally and in writing. Ability to apply appropriate customer service techniques, use sound judgment to resolve vendor-related issues. Ability to work independently or in a team environment on daily operations and special projects concurrently. Ability to prioritize workload, anticipates and meets deadlines, responds to changing priorities, and manage multiple projects. Ability to complete daily required duties and tasks using professionalism, confidentiality, and good judgment. Valid Driver's License.

Additional Considerations - Knowledge of Electronic Virginia (eVA), HRMS, School Dude, Inventory Direct, and State P-Card Procedures