Facilities Administrative Assistant

Apply now Job no: 517663
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Southeast
School/Business unit:Physical Plant
Location: Juneau
Categories: Administrative/Personnel, 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.

Duties:

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

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.

Preferred Education & Experience

  • Experience with purchasing  via purchase orders, credit card or check requests.
  • Experience with a work-order system, payroll, or accounting processes. 
  • Experience working with people of diverse cultural and ethnic backgrounds

REQUIRED EDUCATION OR TRAINING:

High School Diploma or an equivalent combination of training and experience is required.

 

This Administrative Assistant position is a Grade 77, minimum $21.81 hourly, DOE, full time, 12-month, permanent, non-exempt staff position complete with a full employee benefits package. The Administrative Assistant position reports to the Facilities Services Administrative Manager.

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 August 30, 2021. To ensure consideration, please apply by 11:55PM Alaska Time on August 29, 2021.

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. 

 

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: www.alaska.edu/nondiscrimination

Background Check:

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

Probationary Period:

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.

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.

Training Policy:

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.

Contact Information:

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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