Administrative Assistant – Facilities Management and Operations

Job Title: Administrative Assistant – Facilities Management and Operations

Classification: Operations Support

Work Schedule: Monday through Friday, 7:30 a.m. to 4:00 p.m.

Hourly Rate Range: 16.75 – $21.73

FLSA Status: Nonexempt

Summary

The Administrative Assistant, under the direct supervision of the Director of Facilities and Operations is responsible for performing a variety of administrative, clerical, and customer services that are carried out with a great deal of independence.  The individual provides technical administrative and clerical work in support of the department of Facilities and Operations.  Responsible for providing excellent customer service to internal and external constituents. Assists the director and assistant director to carry out the day-to-day assignments of the department.

The person must be able to implement the College’s policies and procedures relating to the budget, purchasing and procurement.  The employee must show judgment and discretion due to access to some confidential and sensitive data.  The Administrative Assistant disseminates information by telephone, fax, email, and in person.  Work also involves utilizing several office technologies including a personal computer and its related software, fax machine, telephone, and college radios.  Employee is responsible for compiling and keeping multiple reports and files.  This position is the first point of contact in the office.

Work is assigned in the form of oral or written instructions and is reviewed upon completion for adherence to standards, completeness and quality by a technical, professional or administrative supervisor

Essential Duties and Responsibilities

• Assists with all requests to ensure that a professional and competent image is portrayed to college community including telephone calls, email, and work orders through the college-wide work order system.
• Performs clerical duties to ensure smooth office operation and accurate record keeping including organizing and maintaining accurate electronic and paper files and disseminating correspondence to proper departments.
• Reviews and maintains records, schedules, and daily attendance of custodians and maintenance staff.
• Assists in the shipping and receiving area including signing for packages in receiver’s absence.
• Assigns emergency work in absence of director or assistant director of Facilities Management and Operations.
• Assists with the updating of annual budget for all units that relate to areas of responsibilities, processing purchase orders, contracts, and other Banner related functions as may be assigned.
• Maintains current and past files for each fiscal year, including but not limited to contract information, personnel, purchasing, correspondence and all reports.
• Properly files, reviews, and updates the filing system according to the College’s policy on Record Retention Schedule.
• Prepares letters, memoranda, correspondence, and reports as required.
• Records monthly water and sewer reports, records electric bills and other internal operations and maintenance reports.
• Provides data for billing the LCTI for water and sewer plant usage.
• Assists with facilitating the daily work orders/job assignments through use of work order software to ensure proper completion in a timely manner. Reports any deficiencies and/or problems associated with the work order program to the Director of Facilities Management.
• Orders all supplies and/or materials needed to complete work orders in coordination with Facilities staff.
• Obtain prices and part numbers from prospective vendors, as well as scheduling of delivery.
• Sends, receives, and distributes mail within the department and between the mailroom.
• Screens telephone calls, checks voicemail daily and provide messages to the proper personnel.
• Maintains the Workers and Community Right-to-Know materials and notebooks.
• Occasionally works varied hours.
• Performs other duties as may be assigned.

QualificationsRequired:

Education

• High school degree or equivalent.

Clearances

• Act 153 Clearances (Act 34 PA Criminal Background, Act 151 PA Child Abuse History, Act 114 FBI Clearance Fingerprinting)
• Other: Driver Vehicle Clearance Report

Work Experience

• Minimum of three years’ related work experience in an administrative role.
• Proficient in MS Office and related office software.

Knowledge, Skills, Abilities

• Ability to work and think independently in a fast-paced environment.
• Strong organizational skills.
• Must possess a high level of the following work skills and behaviors: teamwork/cooperation, initiative, customer service, and commitment to continuous professional growth in skills and knowledge.

Preferred:

• Associate’s or Bachelor’s degree from an accredited institution.

 Physical Demands

 While performing the duties of this job, the employee is frequently required to: stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; talk; and hear.  The employee may occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

 The noise level in the work environment is usually moderate.

LCCC is an equal opportunity employer.

LCCC Internal candidates must apply within 15 days of posting.

To apply, please submit a cover letter, resume and unofficial transcript through our online application system at https://www.schooljobs.com/careers/lccc

• Salary is restricted to above range and will not exceed the maximum of the range. Salary offers are non negotiable and offers are determined and are based upon related work experience submitted on resume.
• Foreign degrees – must provide a US equivalency report of your degree credentials with your transcript, if not, your resume will not be accepted.