Facilities Services Purchasing Assistant

: Main Function: Provides administrative support to the Facilities Services department and assists with department operations.

ESSENTIAL FUNCTIONS

• Greets and refers visitors.

• Gracious to all visitors and is able to accurately directs visitors and contractors to proper building.

2. Answers and directs all incoming calls for Facilities Services office, taking messages as needed.

• Custodial, Housekeeping, Maintenance, and Grounds employee emergency calls.
• Displays ability to operate a multi-line phone accurately and receives and delivers messages correctly.

3. Accepts UPS, Federal Express and any other deliveries that come into the Business Office

• Checks deliveries for accuracy (names, P.O. numbers, etc.), signs for those that are correct and arranges delivery on campus in a timely manner.

4. Sorts and distributes work orders.

• Accurately documents incoming work orders and correctly distributes to persons directly and/or places in respective mailboxes.
• Duplicates documents using copy machine.
• Demonstrates the ability to use the copier accurately, adding paper, toner, etc., as needed, promptly reporting repair work needed, copying for others as requested in a timely manner.

5. Manages key distribution for short-term access to local buildings.

• Maintains accurately the proper labeling for key cabinet; distributes keys to authorized personnel for short term use; keeps an accurate log of individual requester by name and time given out and returned.

6. Distributes billing for Notre Dame Dry Cleaning.

• Accepts promptly dry-cleaning requests, records information accurately on forms, includes dry cleaning on driver/errand schedule according to policies, distributes dry cleaning and collects fees for the service accurately, and pays cleaners monthly.

7. Orders supplies for Facilities Services Office.

8. Assigns cars needed on hourly, daily, or weekly basis to Facilities Services staff.

9. Maintains computer log on Facilities Services vehicle maintenance.

• Prepares monthly and maintains an accurate log of drivers' assignments, including all the maintenance required for each car either by driver or an outside garage.
  • Includes maintenance, laundry, and Facilities Services vehicles.
  • Schedules work needed on vehicles with appropriate vendors.
  • Maintains log of oil changes and other repairs as appropriate.
  • Maintains DOT inspection of Laundry Truck.
  • Processes weekly vehicle inspection reports issued and received by staff as assigned by the Maintenance Manager.

10. Maintains Lost and Found for Sisters, employees and visitors.

• Items found are turned in to Facilities Services Office.

11. Provides administrative support as needed.

• Prepares materials for filing, copying, collating, etc. and processes accordingly.
• Types memos, letters, documents as requested.
• Clear copies of materials as requested.
• Completes work accurately, efficiently and in a timely manner.

12. Maintains records and files as requested.

13. Works with Purchasing department providing administrative support in placing orders and completing paperwork associate with shipping and receiving.

• Receives shipments made to the business office and other areas of the facility as needed.

• Must be capable of operating pallet jack or other inventory/stock related moving equipment.
• Properly disposes of empty pallets and shipping materials.

• Unload/open and place in proper places in the business office, various storerooms and locations as needed.
• Verifies all documents such as packing slips, freight bills, purchase orders, receiving reports.
• Signs receiving papers and delivers them to the Purchasing/Business Office in Rosary Hall.
• Reports all discrepancies to Purchasing.
• Utilizes Great Plains Software to receive goods in the system.
• Works with Purchasing and Accounts Payables to implement changes to make the receiving process more efficient.

14. Maintains and Delivers Inventory

• Delivers all incoming goods to requesting departments and places items into inventory as required.
• Fills orders as orders are received by way of fax, email, mail, or phone.
• Maintains security of assets. Keeps area clean.
• Fills and delivers incoming requisitions for inventory supplies

• Nursing supplies, janitorial supplies, light bulbs, etc.

• Performs inventory audits as necessary
• Complies and prepares monthly reports

• Summary of orders filled.

15. Works with the Purchasing department to design processes to improve the efficiency of the supply ordering and delivery system.

• As processes are developed, take on new roles in the management of supplies including ordering, receiving, stocking, and delivering supplies.
• Be flexible and open to new duties as processes are redesigned and the needs of the Sisters change over time.

16. Assist with the implementation of a more automated inventory system.

17. Maintains well-organized and safe inventory areas.

18. Performs other duties as assigned.

19. Maintains attendance and observes working hours, starting time, lunch period, breaks, quitting time, etc.

20. Complies with work rules, regulations, and instructions, follows established systems and procedures, completes assignments with minimal supervision.

MINIMUM QUALIFICATIONS

Education

High school diploma or G.E.D. is required. Some college is preferred. Work also requires the ability to apply established rules and practices.

Experience

Inventory delivery/maintenance experience in addition to three (3) years of administrative or secretarial experience is required. Requires knowledge of general policies/procedures as well as proficiency in performing professional clerical work. Excel spreadsheet experience is required. Must possess and maintain a valid driver's license.

Responsibility

Application of standard and/or accepted business practices. Normally is given scope of task to be completed and allowed to take necessary steps to achieve desired result upon supervisory approvals.

Problem-Solving

Standardized work following general instructions. Work is reviewed upon completion. Errors are easily detected. Problems require solution by simple choice.

Personal Interaction

Work requires giving/getting information while maintaining a cooperative and harmonious atmosphere.

Work Environment

Pleasant work environment.

Equipment Utilization

Work requires the ability to operate and monitor office equipment such as personal computer for word processing and fax.

Hazards or Fatigue

Must be able to lift and carry 25 pounds regularly and 50 pounds occasionally. Ordinary care and caution must be exercised while performing work activities.

Planning and Organizing

Works primarily on a day-to-day plan using prescribed work procedures and methods. Plans work operations taking into account priorities, emergency situations, cyclic nature of workflow, and establishes deadlines for work completion.

Directing and Instructing

Not required.

Scope of Supervision

Not required.