PT Facilities Administrative Assistant

DEFINITION Performs a variety of general administrative assistance work in support of the Capital Projects and Facilities office. Manages invoice, contract and document workflow for the department. Maintains technical records for the department. Manages departmental documentation needs independently. Assists with and coordinates supply chain and uniform programs. Minor purchasing as required. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from Executive Director, Capital Projects & Maintenance . Exercises no supervision. ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS -- Essential and other important responsibilities and duties may include, but are not limited to, the following: Essential Functions : Type or word process a variety of documents; prepare copies of documents; distribute information. Verify and review forms for completeness and conformance with established regulations and procedures; update and maintain files; collect and process appropriate information. Act as a receptionist; answer phone; convey telephone messages; respond to requests and inquiries from faculty and staff; provide routine information and give directions; schedule appointments, and deliver quality customer service. Participate in the mail process; receive, sort and distribute incoming and outgoing correspondence. Participate in the maintenance departmental files, records and other data; gather and compile the required information as necessary; sort and file documents and records according to standard policies and procedures; input various information into computer; download, print, sort and file materials as appropriate. Other Important Functions : Assists with Facilities purchasing and supply chain. Perform related duties and responsibilities as required. QUALIFICATIONS Knowledge of : English usage, spelling, grammar and punctuation. Modern office procedures, methods and computer equipment Basic mathematical principles. Responding to routine inquiries and requests for information. Ability To: Maintain effective audio-visual discrimination and perception needed for: Making observations Reading and writing Communicating with others Operating assigned equipment Handling varied tasks simultaneously Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following: Standing or sitting for extended periods of time Operating assigned equipment Handling varied tasks simultaneously Bending, stooping, climbing, or lifting up to 50 pounds Maintain mental capacity, which allow the capability of: Making sound decisions Responding to questions Demonstrating intellectual capabilities Experience and Training Guidelines Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Minimum Education/Training: High School Diploma or Equivalent supple­mented by specialized secretarial and clerical training. Minimum Experience : Two years of responsible secretarial or clerical experience. Preferred Education/Training, Experience, Skills : Secretarial experience in architectural, engineering or construction service preferred. An associate’s degree in the secretarial field is desirable but not required. Special Instructions to Applicants : This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying. Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If the highest level of education is a High School diploma or equivalent, proof of completion is required. Applicants who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master’s degree conferred by a regionally accredited college or university in the United States.