Administrative Assistant 1

PennWest University, United States

Updated: about 4 hours ago
Location: California City, CALIFORNIA
Job Type: FullTime
Deadline: ;

Position Details
Position Information


Posting Number S234P
Posting Text
Job Title Administrative Assistant 1
Type of Employment Full Time
Bargaining Unit AFSCME
Full-Time/Part-Time
FLSA
Salary Range $44,010
Department Facilities Management

Posting Text


Job Summary / Basic Function
The purpose of this position is to provide administrative, secretarial, clerical, and purchasing support for the Facilities Management Department. This position functions as office coordinator/manager under the direct supervision of the Director of Facilities Management. This position is confidential and the incumbent is exposed to sensitive information. The duties of this position require a detailed knowledge of Facilities Management departmental procedures, rules, and functions. The department contains 100 full-time employees (including management and union personnel), divided into eleven (11) distinct work sections; which are: Campus Service, Carpenters, Custodians, Mechanical (Heating, Ventilation, Air Conditioning), Electrical, Utilities and Energy Management, Painters, Plumbing, Stadium, Dorms, and Planning and Construction. Plus six (6) departmental office personnel (Director of Facilities Management, Assistant Director for Building Trades, Custodial Manager, Campus Services Manager, Assistant Director for Project Management, and Work Order Clerk).
This position performs technical work in the requisitioning of required supplies, materials, equipment, and services for the Facilities Management Department of the University.
ADMINISTRATIVE OPERATIONS:
  • Assists the Director, Assistant Director for Building Trades, Custodial Manager, Campus Services Manager, Assistant Director for Project Management, in a variety of administrative matters. Specifically performs the following functions:
  • Performs complex administrative work. Manages ongoing activities such as preparation of requisitions, specifications, architect work orders, contract pay applications and general paperwork flow.
  • Coordinates administrative functions of the Facilities Management office. Handles incoming inquiries and visitors exercising judgment in screening and referral to appropriate office personnel and shop foreman/managers. 
  • Provides administrative support to the Assists the Director, Assistant Director for Building Trades, Custodial Manager, Campus Services Manager, Assistant Director for Project Management, five (5) Trades Foremen (Carpenter Foreman, Electrical Foreman, Campus Services Foreman, Mechanical Maintenance Supervisor).
  • Determines application of departmental policies and procedures.
  • Types specifications in accordance with State System of Higher Education and Construction Support Office necessary to accomplish specific projects related to goods and services to meet user needs.
  • Types, files, and delivers documents to appropriate areas.
  • Types correspondence, forms, reports from drafts and handwritten notes into final copy ensuring accuracy of information, grammar, spelling and punctuation using non-standard format and various office machines including word processing, spreadsheet, and database software.
  • Establishes and maintains a positive and cooperative working relationship with members of the department and campus community. Effectively communicates orally and in writing.


CONTRACTING/PURCHASING FOR FACILITIES MANAGEMENT DEPARTMENT:
Monitor and maintain all maintenance service purchase contracts, blanket orders, limited purchase orders and professional architect/engineer work orders. Specifically performs the following functions:
  • Review each requisition for completeness. Check specifications, suggested source, internal delivery address, justification, and budgetary approvals and makes necessary corrections after coordination with requisitioner.
  • Monitors all maintenance contracts/agreements and issues purchase orders when needed.
  • Responsible for handling inquiries for and issuing of purchase order and credit card purchases for the Facilities Management Department, while exercising sound judgment and checking funds availability as required.
  • Responsible for coding blanket order invoices with appropriate fund centers and submitting to the Purchasing Department for processing. Checks funds available as required.
  • Reconciles vendor invoices received to departmental purchase requisitions, preparing required APR’s not previously submitted and forwarding to the Purchasing Department.
  • Provides details and documentation to Purchasing Agent or other designated supervisor for order placement, preparation of Purchase Orders, and supporting information.
  • Contacts outside vendors to obtain price quotations, determine status on orders, and follow-up on problem areas.
  • Coordinates with appropriate staff on payment of invoices, resolving discrepancies, and billing follow-up.
  • Assists in the preparation of requests for plant equipment and supplies.
  • In the absence of the Director and Assistant Directors, makes decisions about vendor interactions, which affect the successful completion of contracted services.

MANAGES DEPARTMENTAL FILES:
  • Responsible for maintaining the central file system, contracted construction project files, service purchase contract files, purchase requisition files, blanket order files, and limited order files.
  • Designs and/or contributes to the design of the central file system.
  • Compile, prepare, maintain, and distribute reports from departmental employee telephone/address databases, blanket service purchase contracts, capital project database, and performance evaluation database.
  • Maintains computerized files on PC.
  • Functions with a minimum of supervision.
  • Perform work that is confidential in nature and maintains confidential records.
  • Coordinates and interacts with other University departments, administrative officials, and administrative personnel.

WORK ORDER/REQUESTS FOR SERVICE:
  • Performs backup Work Order Clerk duties in his/her absence; responding to all incoming repair service calls, dispatching all priority one calls to appropriate shop foremen/supervisors.

FURTHER RESPONSIBILITIES:
  • Answers telephone and directs customers to appropriate persons/area. Acts as liaison between customer and Facilities Management in matters of repair service, work order control, and expedites inquiries using experience/knowledge of operating procedures. Makes decisions regarding priority given to work request inquiries. Responsible for projecting a caring, positive, and professional image to all customers (provides backup assistance).
  • Functions effectively in a service oriented stressful, high volume service oriented environment with frequently changing priorities.
  • Compiles and coordinates travel arrangements (with the exception of airline reservations) for the Director, Assistant Director, and all physical plant personnel to include enrollment in training, seminars, workshops, processing required forms and completing travel expense vouchers.
  • Provides secretarial support outside the Facilities Management Departmental office for committees for the Director is Chairman, Co-Chairman, or Secretary when appropriate, types correspondence sent under the signature of the Reviewing Officer as requested.
  • Provides backup to department staff for a variety of tasks and responsibilities.
  • Works independently in a high volume, high stress environment to prioritize and monitor workflow in order to meet deadlines unassisted.
  • Effectively performs in a service environment.
  • Operates a variety of communications hardware including, but not limited to, telephone console and NEXTEL.
  • Render problem solving skills to office personnel, student workers, and graduate assistants for the resolution of various PC problems that arise in the daily operation of the Facilities Management Office.
  • Proficiently operates a network connected personal computer workstation using a variety of mainframe and PC software. The majority of skill required to utilize the PC software has been mastered by the employee through self-taught methods, with knowledge acquired utilizing personal time away from the working environment.
  • Communicates sound judgment and responds quickly to emergency situations.
  • Observes department functions and makes sound decisions and recommendations to continually improve level of service provided to the customer and staff.
  • Performs product research to obtain information required for initial negotiation of a contract; including consideration of campus general needs, servicing future needs, and possible interfacing of equipment.
  • Provides reports on research conducted.
Required Skills, Knowledge & Abilities
The incumbent must be highly organized and an effective communicator. Must be able to communicate with all levels within the University and numerous external agencies. Must be able to communicate verbally, in writing and through electronic means (E-mail). This position requires operational knowledge of Microsoft Windows, Outlook, Word, Excel and Access and SAP.
Minimum of Education / TrainingRequired Education Summary
Such training as may have been gained through graduation from a four year college or university or any equivalent combination of experience and training.
Preferred Qualifications
Physical Demands
Work Location California campus
Is travel to other PennWest campuses required for this position? If so, how often?
No.
Work Hours 8am - 4pm
Posting Date 05/16/2024
Closing Date
Open Until Filled Yes
Diversity Statement
The Office of Diversity, Equity, and Inclusion is committed to and accountable for cultivating an environment that advances diversity, equity, and inclusion (DEI). We strive to create a community that affirms the identities of every individual and affords them dignity and respect, regardless of difference.
ADA Statement
To request reasonable accommodation to participate in the job application or interview process, contact Amy Salsgiver, Executive Director of Equity and Title IX, [email protected] ; 814-393-2109. Pennsylvania Western University complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities.
EEO Statement
Pennsylvania Western University of Pennsylvania is committed to equal employment and equal educational opportunities for all individuals regardless of gender, gender identity, race or color, ethnicity, national origin or ancestry, age, mental or physical disability, religion or creed, genetic information, affectional or sexual orientation, veteran status, or other classifications that are protected under Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, and other pertinent state and federal laws and regulations. Direct inquiries to the Title IX Coordinator/Director of Equity and Title IX, 423 Becht Hall 16214-1232; Email [email protected] or phone 814-393-2109. Inquiries may also be directed to the Director of the Office for Civil Rights, Department of Education, 330 Independence Avenue, SW, Washington, DC 20201.

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