Administrative Associate for Environmental Services, Maintenance and Information Center

Deadline:
2020-01-24
Category:
Support Staff
Contact:
Human Resources Department - hr@carrollcc.edu
Directions To Apply:
Interested applicants must submit a resume and cover letter, emailed to hr@carrollcc.edu; or mailed to Carroll Community College, Human Resources, 1601 Washington Road, Westminster, MD 21157. The deadline for applicant submission is January 24, 2020.
Description:

Department:  Facilities

Pay Grade:      6 ($31,096 - $41,900)                       

FLSA Status:  Non-exempt              

 

JOB SUMMARY

This position provides administrative support to the Office of Facilities Management with primary duties overseeing the effective operation of the office. This position reports to the Coordinator of Facilities Management and Special Projects, with duties associated to supporting Environmental Services, Maintenance and the College Information Center.

 

ESSENTIAL JOB FUNCTIONS:      

  • Utilize, create and maintain departmental filing systems.
  • Utilize procurement software to process orders and invoices for Facilities Management.
  • Utilize work order ticketing software to track, monitor and assign follow up for Facilities Management.
  • Utilize room-scheduling software to request, track, and monitor events and associated Facilities Management resources.   
  • Process room and equipment key requests and returns; maintain key records database and inventory.
  • Process parking pass requests and returns; maintain the parking permits database.
  • Process Facilities Management invoices and files for record retention.
  • Process College wide file storage, retrieval, disposal and archive procedures.
  • Process and update Facilities and Auxiliary Services content on the College portal and website.
  • Process Facilities Office conference room calendar and set appointments for assigned staff.
  • Data entry and distribution of PM forms and checklists.
  • Scheduler/approver for 25Live in absence of the Facilities Specialist.
  • Provide coverage as needed at the Information Center; including coverage of multi-line phone.
  • Assist the information desk with regular reconciliation of petty cash and lost and found.
  • Maintain Café equipment inventory and schedule PM and repairs as directed.
  • Data entry and distribution of campus wide Canteen catering invoices.
  • Order paper supplies for the Copy Center and process internal invoices.
  • Assist in commencement preparation as directed.
  • Secondary support for inventory and ordering of college uniforms.
  • Secondary support answering phones and directing calls, greeting customers, and acting as area receptionist for Facilities Office.
  • Secondary support for vending machine service calls and follow up.
  • Secondary support for outside Community Use events.
  • Other duties as assigned.

 

MINIMUM REQUIREMENTS TO PERFORM WORK:

  • High school diploma or equivalent.  Two years or more of prior administrative support experience.
  • Keyboarding speed of 45 wpm.  Proficiency with word processing and other office software applications in a Windows environment (e.g. spreadsheet, database, presentation graphics, web authoring software).
  • Proficiency with small office equipment (e.g. copy machines, multi-line phone systems)

 

PHYSICAL DEMANDS:

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.  Additionally, the following physical abilities are required: 

  • Hearing
  • Kneeling, Stooping
  • Lifting          
  • Mental Acuity  
  • Pulling, Pushing, Reaching
  • Repetitive Motion        
  • Speaking         
  • Standing       
  • Visual Acuity
  • Walking

 

WORK ENVIRONMENT:     

Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office, meeting, and training rooms; use of safe work place practices with office equipment; computers for data entry and word processing with some highly technical applications and new technology systems; avoidance of trips and falls; observance of fire and building safety regulations.

 

SALARY:

This position will be placed on the 12 month Grade 6 college salary scale. Actual salary placement based on qualifications and experience. Position includes an excellent fringe benefit package.

 

Carroll Community College has the right to revise this position description at any time, and this position description does not represent in any way a contract of employment.

"Carroll Community College is committed to creating a diverse, equitable and inclusive environment. Carroll Community College is committed to Equal Opportunity Employment."