Administrative Assistant, Facilities

Position Description

DEFINITION

Performs a variety of general coordination and administrative tasks in support of the Maintenance Department. Coordinates the purchase of service contracts and manages billing from a large array of service vendors and repair contractors. Assists in the purchase of maintenance supplies and materials. Occasional assistance with coordination of service calls required. Manages purchasing, vendor insurance, vendor invoices, 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.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from Executive Director of Capital Projects and Maintenance

Exercises no supervision.

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS-Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

Ability to follow, understand and improve on established procedures for all tasks.

Ability to retain and act on information from calls, emails, chats with thorough follow up and accuracy.

Ability to initiate and process purchase requisitions accurately while complying with the purchasing policies and procedures of both Cape Fear Community College and the NC Division of Purchase and Contract. Confer with vendors to obtain product or service information such as price, availability and delivery schedule.

Ability to review departmental P-Card transactions via Works Application; Bank of America’s web-based electronic card payment management service.

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.

Coordinate calls to the maintenance department; answer phones; 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. Program phones for voice messaging and forwarding.

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 via spreadsheets, shared documents and various college web sites; download, print, sort and file materials as appropriate.

Other Important Functions:

Perform related duties and responsibilities as required.

Qualifications

QUALIFICATIONS

Knowledge of:

English usage, spelling, grammar and punctuation.

Modern office procedures, methods and computer equipment, web-based services, shared online documents, PDF editing.

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

Prior work with a college or other large organization in a similar role, handling multiple services and vendors.

Prior work with bookkeeping.

Minimum Education/Training:

Equivalent to completion of the twelfth grade 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 facilities, operations, architectural, engineering or construction service preferred. An associate’s degree in the secretarial field is desirable but not required.

Supplemental Information

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.

STATEMENT OF NON-DISCRIMINATION

Cape Fear Community College, its faculty and staff, and the Board of Trustees are fully committed to the principles and practice of equal employment and educational opportunities. The College does not discriminate against applicants, students, or employees in any programs and activities provided on the basis of race, color, national origin, sex (including pregnancy and sexual orientation), gender (including gender identity and status as a transgender or transsexual individual), disability, religion, age, genetic information, veteran status or any other protected status as required by Title IX of the Educational Amendments of 1972, Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964 and any other applicable statutes and CFCC policies.