Facilities Administrative Assistant

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  • Job Number:521413
  • Classification:Administrative Generalist 4
  • Grade:Grade 77
  • Work type:Hybrid, On Campus, Staff Full-time
  • Administrative Unit:University of Alaska Southeast
  • School/Business unit:Physical Plant
  • Location:Juneau
  • Categories: Business/Accounting/Finance, Office/Clerical

Position Summary:

UAS Facilities Services is seeking a detail-oriented customer service individual to join our team as Administrative Assistant to help us uphold our vision of 1-Providing the Best Customer Service, 2, Enjoying Coming to Work, 3 Understanding Facilities Services roll in UAS’s Mission, 4) Foster Campus Community Safety. Requests come from multiple directions, people, and organizations many times during a day. Managing this breadth and complexity requires excellent organizational skills, a good working relationship with colleagues, and an ability to deal with the unexpected while maintaining an optimistic outlook.


10%Maintain department website and social media platforms. Maintain Shuttle Tracker and problem-solve with vendor and students.Essential
30%Provide front line customer service to all UAS Facilities employees and office visitors. Screen calls, distribute mail, answer routine inquires, and route all inquiries to the appropriate staff member. Maintain office supplies and troubleshoot office equipment and technology. Organize and maintain filing systems; maintain records related to specific area of assignment; maintain databases.Essential
60%Serve as primary point of contact for all service requests received from the campus community. Responsible for the timely receipt, coding and initial conversion of service requests to work orders. The work order is then relayed to the proper facilities staff for the work to be completed. Manage the campus work order request system by ensuring that each work order is actively maintained, coding is correct, and file any relevant electronic records/documentation in a readily retrievable manner. Collect, input and verify daily work assignment hours from trade’s staff into maintenance management system. Collect, audit and balance for trade’s staff biweekly time sheets, prepare bi-weekly payroll reports and send to personnel department. Communicate and collaborate with the UAS HR about applying the correct earnings code and labor distribution split. Collect, review, and code routine invoices associated with work orders for processing and payment; enter expense information into departmental soft ledgers and work order system; reconcile monthly credit card statements; problem- solve billing discrepancies with both the business office and vendors as needed.Essential
Knowledge, Skills, Abilities: Knowledge of general office procedures, union regulations and basic accounting principles.

Knowledge of basic phone skills and etiquette. Skilled in providing excellent customer service. Ability to operate and troubleshoot basic office equipment. Ability to communicate effectively. Ability to maintain confidentiality. Ability to follow directions given by supervisors or co-workers.

Knowledge of relational databases and the Banner system. Knowledge of computer programs of intermediate difficulty. Ability to use computer scheduling programs. Ability to multi-task and prioritize projects. Ability to establish and maintain files and recordkeeping systems. Knowledge of design and maintenance of web sites. Ability to analyze situations and solve problems independently.
Typical Experience:
Three years office/administrative experience, or an equivalent combination of education, training and experience.
Required Education or Training:

High School Diploma.

Salary Information:

This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 77, based on education and experience.

Special Instructions to Applicants:

Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.

To ensure consideration, please submit all application materials by 11:55pm Alaska Standard Time, August 21, 2022. This recruitment will remain open until filled.

*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction.  Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.


Advertised: Alaskan Daylight Time
Applications close:

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