Administrative Assistant, Facility Services

Minimum RequirementsAssociate degree in business or related field from an accredited educational institution. Education may be substituted on an exceptional basis based on the candidate's experience level related directly to the position. Substitution of experience would require a minimum of five to ten years of direct position experience.Two years of administrative and office-related experience.Proficiency with Microsoft Word and Microsoft Excel.

Physical Requirements:Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (up to 10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Data Conception:Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

Interpersonal Communication:Requires the ability to speak and/or signal people to convey or exchange pertinent and vital information with co-workers. Includes the receiving of information and instructions from the supervisor.

Language Ability: Requires ability to read a variety of policy and procedure manuals, computer manuals, directories, maps, reports, etc. Requires the ability to prepare reports, correspondence, forms, timesheets, etc., with proper format, punctuation, spelling, and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence.

Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow verbal and written instructions. Must be able to communicate effectively and efficiently with co-workers and the general public.

Numerical Aptitude: Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals and to determine time. Must be able to use practical applications of fractions, percentages, ratios, and proportions.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape and visually read various information.

Motor Coordination: Requires the ability to coordinate hands and eyes using office machinery.

Manual Dexterity: Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination and Visual Acuity: Requires the ability to differentiate colors and shades of color; requires the visual acuity to determine depth perception, peripheral vision, inspection for small parts; preparing and analyzing written or computer data, etc.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.

Physical Communications: Requires the ability to talk and hear (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving the nature of sounds by ear).

Preferred RequirementsA Bachelor’s degree in business or a related field. Three to five years of administrative experience, preferably in an Educational Environment, NCCCS (NC Community College System) experience, or business management.Primary Functions of PositionUnder regular supervision, performs routine to moderately complex administrative and secretarial work in support of effective and efficient department operations. Work involves scheduling, maintaining records and a complex filing system, monitoring budgets, purchasing, answering telephone calls and questions, monitoring the energy management system, generating, entering, and issuing work orders, etc. Reports to the Director of Facilities
ESSENTIAL JOB FUNCTIONS

Answers telephones and questions. Performs purchasing.

Monitors, adjusts and performs minor repairs in the Energy Management System. Prepares reports, forms, and mail.

Generates, enters, and issues work orders.

Monitors work order effort and accountability by keeping track of employees, vehicles, equipment, supplies, etc. Provides administrative support.

Attends meetings such as vendors, campus meetings, etc.

Records time worked and leave taken; verifies all departmental employee's time; submits to Human Resources. Completes Facilities recycling information; forwards to purchasing to include with the school report.

Records year-end inventory; forwards to the Business Manager.

Makes facilities aware of needed supplies; forwards supplies to Housekeeper to be distributed.

Maintains a file on MSDS forms to make facilities aware of hazardous materials and chemicals on campus. Enters monthly usage on the web page for billing for motor fleet usage.

Prepares spreadsheets of leave for all facilities’ employees; submits to the Director of Facilities for review. Creates charge-back requisition for activity van usage.

Updates policies and procedures manual as needed and posts on Pitt Community College’s web page. Records and files vehicle mileage, oil changes, and repairs; records and files utility usage and costs

Records and verifies monthly purchasing card log transactions and account numbers for all departmental purchasing card.

Transfers money within budget; forwards to Business Manager. Keeps track of all campus telephone numbers.

Measures the quality of work performed by the department; collects and summarizes data to use to make improvements.

Receives and/or reviews various records and reports, including work timesheets and leave reports, recycling reports, inventory reports, repairs needed, supply requests, MSDS forms, and various other records, reports, memos, correspondence, etc.Prepares and/or generates various records and reports, including timesheets, leave reports, work order forms, work order report, motor fleet usage, activity van usage, policies and procedure manual, vehicle records, utility usage, purchasing card log, budget transfers, master telephone number list, strategic activity worksheets, surveys, part-time timesheets, and various other records, reports, memos, correspondence, etc.

Refers to blueprints, building manuals, Code books, Maintenance Reference books, equipment manuals, supply catalogs, accounting procedures manuals, software manuals, vehicle and equipment maintenance manuals, budget reports, etc.

Operates a variety of equipment such as computers, calculators, fax machines, telephones, two-way radios, cellular phones, laptop computers, copiers, digital cameras, etc.

Uses box cutter, hand cart, measuring devices, secretarial and computer supplies, maintenance forms, and computer software such as Microsoft Word, WordPerfect, Datatel, Microsoft Excel, Lotus, ACT, Signal, DMS, Groupwise, Netscape, Internet Explorer, etc.

Interacts and communicates with various groups and individuals, including the Director of Facilities, staff and faculty, students, purchasing, accounting, vendors, inspectors, work-study employees, Social Service volunteers, part-time office employees, and the general public.

Stocks supplies.

Performs other related duties as required.

Application Procedures

A completed Southeastern Community College application (located on the SCC website), a resume, letter of interest addressing the requirements and educational transcripts (unofficial copies of transcripts will be sufficient for the screening process, but official copies must be submitted prior to employment) must be submitted to the college Human Resources Office in order for applicants to be considered for this position. Initial review of application will be March 18, 2024. Applications will be accepted until the position is filled. Applicants should submit all documents as requested on the SCC website. Inquiries should be directed to the Human Resources Office, Southeastern Community College, P.O. Box 151, Whiteville, NC 28472. Telephone (910) 788-6310. www.sccnc.edu
An Equal Employment Opportunity Employer