Facilities Office Assistant and Copy Center - 60589

POSITION SUMMARY

Assist with Facilities project management and provide office support and coordination to the Executive Director of Public Safety & Facilities and the Director of Facilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES Other duties may be assigned.

• Copy Center duties: able to run and perform on high-volume copiers; coordinate large copy demands; monitor copyright; copy center billing done monthly; maintenance of equipment; ordering stock and supplies (paper, toner, etc.); copy requests and resolve problems as needed.
• Mail Room duties: campus wide delivery of mail; special deliveries to departments (bulk paper, copies, mailings etc.); receiving and sorting of mail; preparing outgoing mail; weekly maintenance of vehicle; ordering of supplies; campus wide pickup of shredding.
• Archivist duties: receives boxes from departments; confirms correct data for storage is provided; locates appropriate space in Archive Room; assigns box to slot and regularly audits and purges archive storage. Delivers and retrieves archive boxes when requested.
• Maintains confidentiality regarding mail services, copy services and shredding of restricted materials.
• Attends meetings with contractors and Director of Facilities to take minutes of the meetings.
• Maintains files for smaller projects and/or purchase of equipment. Monitors receipt of merchandise and submits invoices for payment.
• Assists with processing invoices for payment and filing system for invoices. Resolves billing issues by communicating with supervisors and vendors regarding problems with merchandise, pricing errors, request for credit, wrong merchandise received and if taxed, follow through with our tax-exempt certificate to vendor.
• Assists with distribution of invoices for insurance claims with Gallagher & Associates and the Director of Financial Services. Keep records of it.
• Maintains a file of contracts with vendors. Monitors and checks invoicing against contracts for discrepancies. Communicates with Purchasing and vendor on issues with contracts, which includes unit price issues, changes with unit price and expiration dates and renewal of contracts.
• Maintains office supply and office equipment inventory for Facilities Department; prepares orders and purchase orders as needed; receives supplies and stores. Maintains routine maintenance of all office equipment.
• Supports Director of Facilities, Maintenance, Grounds and Housekeeping operations. Support might include communicating with vendors on discrepancies, ordering of supplies/equipment and monitoring for receipt and billing and other support as requested.
• Operates personal computer utilizing Internet, MS Word and Excel. Composes correspondence for Director of Facilities and other departmental supervisors.

MINIMUM KNOWLEDGE AND EXPERIENCE

• High school graduate or equivalent with a minimum of one year word processing and typing experience with MS Word and Excel are required.
• Ability to work with interruptions and manage multiple priorities. Must be customer service oriented.
• Ability to create technical spreadsheets and contracts. Ability to learn about documentation required by the State of Missouri.
• Must be able to operate a personal computer, electronic typewriter, adding machine, calculator, printer telephone, walkie-talkie, laminator, and booklet maker.

PREFERRED KNOWLEDGE AND EXPERIENCE

Six months' experience operating copy equipment preferred. Knowledge of construction terminology to be able to communicate with these individuals is preferred.

LANGUAGE SKILLS

Ability to read, analyze and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

LICENSE, REGISTRATION

Driver's License

PHYSICAL DEMANDS

The physical demands described here are representative of the expectations for an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is required to sit; use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand, walk, stoop, kneel, crouch or crawl. The employee is occasionally required to climb or balance and taste or smell. The employee must occasionally lift and/or move up to fifty pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to moving mechanical parts. The noise level in the work environment is usually moderate.

St. Charles Community College is an Equal Opportunity Employer

Current Openings for Facilities Office Assistant and Copy Center 60589 Jobs at St. Charles Community College