Facilities Administrative Assistant

Apply now Job no: 510404
Classification:Administrative Generalist 3
Grade:Grade 76
Work type:Staff Full-time
Administrative Unit:University of Alaska Southeast
School/Business unit:Physical Plan
Location: Juneau
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical, Other

Position Summary:

UAS Facilities Services is looking for an Administrative Assistant to help keep our Department running smoothly and serve as a liaison between our Facilities Services and the rest of the Juneau campus. We are looking for candidates with excellent customer service skills, strong communication skills, is well organized and ability to work with a diverse clientele. This position requires account tracking skills, proficient in Excel, working knowledge of databases and the aptitude to quickly learn our accounting, maintenance management and time keeping software. The Administrative Assistant will work directly with the four UAS Facilities administrative staff on the Juneau campus. UAS encourages applications from candidates who are particularly excited about opportunities to support higher education opportunities in Southeast Alaska.

Duties:

20%Budget Maintenance/Purchasing: Review and code routine invoices and purchase requests; enter expense information into both the departmental soft ledge and work order system. Process procurement purchases and maintain audit-able files; reconcile monthly credit card statements, prepare journal vouchers. Problem solve billing discrepancies with both the business office and vendors as needed.Essential
20%Payroll & Personnel Support: Collect and verify employee payroll and timekeeping records. Input daily work assignment hours for trade’s staff into maintenance management system for payroll purposes. Prepare bi-weekly payroll reports, audit and balance for trade’s staff and send to personnel department. Provide logistical support and coordination for search committees or recruitment processes. Process paperwork for personnel actions including new hires, terminations, and promotions. Coordinate preparation of visa documents.Essential
45%Office Support: Provide front line customer service to all UAS Facilities employees and office visitors. Screen calls, distribute mail, answer routine inquires, and route all inquires to the appropriate staff member. Maintain and troubleshoot office equipment and technology. Perform CMMS data maintenance on web page. Coordinate staff travel and accommodations, following UA BOR travel policies. Records Management: Train staff; Enter and retrieve information using a computer; Develop, maintain, and track confidential and complex records which may include but are not limited to: student records, faculty files, or personnel files; File and retrieve records and reports; Organize and maintain filing systems; maintain records related to specific area of assignment; Maintain databases.Essential
5%Event Coordination: Train staff; Coordinate activities with internal and external customers; Arrange special conferences and meetings; Coordinate the use of facilities, services, and equipment; May include fiscal responsibilities associated with events; Negotiate with vendors or event planners to secure best contract terms possible; Supervise special events to ensure positive outcome; Troubleshoot and resolve special situations that arise during event.Essential

Education & Experience

  • High School diploma or an equivalent combination of training and experience is required.
  • Two years of administrative experience in, or a combination of training and experience is required.
  • Experience with purchasing (eg. travel, office supplies, small equipment) via purchase orders, credit card or check requests is perferred.
  • Experience working with people of diverse cultural and ethnic backgrounds is preferred.

Knowledge/Skills/Abilities

  • Knowledge of general office procedures is required.
  • Excellent customer service skills is required.
  • Effective oral and written communication skills is required.
  • Ability to establish and maintain files and record-keeping systems is required.
  • Knowledge of design and maintenance of web sites is preferred.
  • Knowledge of budgeting and accounting practices, procurement and work order systems is required.
  • Ability to quickly learn UA accounting software, Banner and existing UAS maintenance management software MP2 is required.
  • Proficient in Word, Excel and database report queries.  (TOAD and Crystal preferred).
  • Strong attention to detail and data entry accuracy is required.

The person in this position must exercise good judgment in deciding when to act independently, when to delegate to others and when to seek direction.  This Administrative Assistant position is a Grade 76, full time, 12-month, permanent, non-exempt staff position complete with a full employee benefits package.

All applications need to include a resume, cover letter, and contact information for three professional references.  For assistance with the online application, or to submit a request for ADA accommodation, please contact the UAS HR Office, 907-796-6263.  This position will remain open until filled, with initial applicant screening taking place after October 29th 2018.

Our Facilities Department consists of a building maintenance service team, custodial staff, grounds crew, project managers for planning design and construction, inter-campus mailing services, emergency management, and environmental health & safety staff.  This is a small, but complex unit looking for team member to help us provide excellent customer service and keep the department running smoothly.  If you are up for the challenge and have the necessary skills, please come join our team.  We strongly encourage women, minorities, individuals with disabilities, and veterans to apply.

As a public, regional, comprehensive university, UAS is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.  All interested persons should apply online.  For further assistance with the application process contact Human Resources at 907-796-6263 or email personnel@alaska.edu.

Advertised: Alaskan Daylight Time
Applications close: Alaskan Daylight Time

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