Facilities Services Administrative Assistant (Temporary)
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Classification:Ext Temporary Clerical
Work type: Temporary
Administrative Unit:University of Alaska Southeast
School/Business unit:UAS Facility Services
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical
UAS Facilities Services is seeking a results-driven, detail-oriented customer service professional to join our team as Administrative Assistant. This position supports the diverse administrative needs of UAS Facilities Services team over a wide range of business operations. Must be capable of managing multiple and competing priorities with frequently tight deadlines skillfully, reliably, accurately while demonstrating independent judgment in all areas of operation. Input and demand come from multiple directions, people, organizations and activities and complexity is amplified by competing priorities that are presented many times during a day. Managing this breadth and complexity requires a good working relationship with colleagues, excellent rapport with unionized maintenance and operations staff, an ability to deal with the unexpected, resilience and stability in stressful situations, an ability to maintain an optimistic outlook, a capacity for innovation, and a willingness to embrace change and process improvement.
This recruitment is for a temporary position with the potential to become permanent.
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.
Provide logistical support and coordination for search committees or recruitment processes.
Process paperwork for personnel actions including new hires, terminations, and promotions.
Coordinate staff travel and accommodations, following UA BOR travel policies. 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
High school diploma or an equivalent combination of training and experience is required
Three years of administrative experience in, or a combination of training and experience is preferred
Experience with purchasing (eg. travel, office supplies, small equipment) via purchase orders, credit card or check requests is preferred
Previous experience with a work-order system, payroll, or accounting processes is preferred
Experience working with people of diverse cultural and ethnic backgrounds is preferred
Knowledge of general office procedures
Excellent customer service skills
Effective oral and written communication skills
Proficient in Word, Excel, and database report queries (TOAD preferred)
Ability to establish and maintain files and record-keeping systems
Knowledge of design and maintenance of web sites
Knowledge of budgeting and accounting practices, procurement, and work order systems
Ability to quickly learn UA accounting software, Banner, and existing UAS maintenance management software MP2
Strong attention to detail and data entry accuracy
This Administrative Assistant position is a Grade 77, full time, temporary, non-exempt staff position. All applications need to include a resume, cover letter, and contact information for three professional references. This position will remain open until filled, with initial applicant screening taking place after
January 18, 2021.
Extended Temporary: Hired to work 30+ hours per week. (Does not include employees defined as seasonal or casual.) Health care eligible. Earns sick leave only. Requires 120-day continuous break after 18 months in temporary service.
Reasonable Accommodation Statement:
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.
Affirmative Action Statement:
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual:
Pursuant to Board of Regents’ Policy 04.01.055.B, temporary, extended temporary, adjunct, student, casual labor, regular new hire probationary employees and those positions designated by the president as officers and senior administrators of the university are employed at-will.
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Public Disclosure Statement:
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
University of Alaska is a Drug-Free Workplace.
University of Alaska campuses are Tobacco-Free.
It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.
If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.
Advertised: Alaskan Standard Time 05 Jan 2021
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