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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.
