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Administrative Assistant

Department: Facilities Services

Salary: $27,000-$30,000 per year

Description

The Administrative Assistant is responsible for providing customer service to staff and Facility and Plant Operations (FPO) visitors, performing clerical duties for the FPO Department, assisting with planning special departmental events, and processing work orders, utility bills, and associated reports.

Requirements

The successful applicant will have excellent interpersonal and communication skills in-person and over the phone. Must be able to operate a computer, two-way radio, copier, scanner, and desk calculator.

Duties

  • Serve as the Department receptionist; greeting and directing students, visitors, and contractors to the appropriate staff members
  • Manage and update the Certificate of Insurance documents for regular vendors and notify personnel and vendors of renewal when insurance is expiring
  • Issue visitor badges, keys from the FPO key box and DTS vehicles as needed
  • Triage incoming and preventative maintenance work order requests and data entry of new and completed work orders
  • Work with the Administrative Technology Department to develop and maintain the FPO Work Order System and the Project Tracking System
  • Retrieve vendor invoices and distribute them to DTS utilities personnel
  • Assist with tracking of expenses and billing statement preparation
  • Manage and distribute DTS Tax Exemption forms to DTS suppliers upon request
  • Oversee Excel spreadsheets and account documents for all FPO projects
  • Generate daily and monthly reports and update spreadsheets and charts
  • Assist with OSHA compliance by maintaining the database and master book of current Safety Data Sheets
  • Manage the FPO petty cash box
  • Assist in planning special lunches for staff by coordinating with Event Services and creating flyers and announcements
  • Perform general and clerical office duties
  • Organize and assist with the FPO Safety Committee meetings, archives, resources and training
  • Order employee uniforms and track uniform budgets
  • Complete other tasks as directed

Employment Application