• Posted: 03/22/2021

    Position Summary
    The Administrative Assistant-Physical Plant provides administrative support to the Director of Physical Plant; acting as liaison between the Director and other parties and monitoring assigned programs and/or projects within the Physical Plant. Under general direction of the Director of Physical Plant, this position also performs a variety of purchasing duties and performs related work as required.

    Essential Job Duties
    • Evaluates situations and events and takes appropriate action and/or directs to appropriate personnel for resolution through the “work request” system. 
    • Performs administrative/clerical duties for the Director of Physical Plant.
    • Prepares reports and maintains various records and compiles pertinent information for Director’s use.
    • Responds to inquiries for the purpose of providing information and/or direction.
    • Coordinates purchasing services for all departments within the College except Information Services and the Bookstore.
    • Researches, contacts, and selects potential vendors to receive proposals for price, quality, and timeliness of delivery. 
    • Anticipates and plans for upcoming projects.
    • Assists with the request for Bid and Proposal process. 
    • Reviews trends in material and supply usage and acts when applicable.
    • Resolves discrepancies in requisitions, purchase orders, contracts, invoices, and receipts.
    • Works with the Controller and Accounts Payable Department to maintain the fixed asset inventory.
    • Oversees and participates in developing and maintaining a directory of vendors. Prequalifies vendors based on price, service, quality, etc.
    • Performs other duties as assigned

    Required Knowledge, Skills & Abilities
    • High School graduate / GED. 
    • Excellent customer service skills.
    • Ability to work independently with minimum supervision.
    • Ability to handle basic mathematical calculations.
    • Ability to establish and maintain professional conduct and positive working relationships with students, employees and community/vendor contacts. 
    • Knowledge of office procedures and basic bookkeeping procedures.
    • Ability to problem solve, analyze issues, create plans of action and reach solutions.
    • Maintain confidentiality of records and correspondence.
    • Ability to communicate effectively with individuals and groups, both verbally and in writing.
    • Ability to become knowledgeable regarding select policies, regulations and legal requirements as related to the Physical Plant.
    • Attend meetings for the purpose of conveying and/or gathering information required to perform functions in the absence of the Director.

    Preferred Knowledge Skills & Abilities
    • One (1) year of related Administrative Assistant work experience.