Administrative Assistant lll, Plant Operations

The mission of Laramie County Community College is to transform our students' lives through the power of inspired learning. Our over-arching goal is that our accomplishments as a community college will distinguish LCCC from others in the nation, in turn benefiting our communities and bringing pride to the Great State of Wyoming.  Our core values include Passion, Authenticity, and the Desire to Make a Difference. 

A cover letter detailing how you meet the minimum and preferred qualifications for this position is required. You can upload a cover letter when you create an applicant profile.

• Hours of Work: Monday – Friday 8:00am to 5:00pm. 
• Screening will begin ASAP and continue until the position(s) is filled. For full consideration, please apply by February 28th, 2024. 
• Start date to be determined, but as soon as practicable after the hiring/interview process.

Salary and Benefits: This is a full-time, benefited Classified 5 level position. Starting hourly range: $18.05 - $20.41/hourly, depending upon experience.

• Educational Benefits for the employees and dependents
• Tuition Reimbursement
• 17 Paid Holiday/Closure Days
• Two Paid Personal Days
• Healthcare/Dental/Vision/Life Insurance
• Generous Retirement Benefits - 14.62% Employer Paid/4% Employee Paid
• Paid Vacation and Sick Leave
• Onsite Childcare Center
• Professional Development Opportunities

JOB SUMMARY -

The Administrative Assistant III for Plant Operations is a full-time, benefited position, responsible for providing operational and customer service support to the department. This position will be a point of contact and assist for contractors, employees, and visitors.

For information about Cheyenne, visit http://www.lccc.cc.wy.us/about/welcome.

ESSENTIAL FUNCTIONS: – this position is Non-exempt , or is eligible for compensatory or overtime pay provisions of the FLSA.  This listing of essential duties is not all-inclusive but representative. Other duties may be assigned.

Program and Office Supervision:

• Manages the Computerized Maintenance Management System (CMMS) consisting of data entry, generation, distribution, and filing of work orders (approximately 400-600 per month) as well as generation and distribution of various management reports.
• Works collaboratively with the CMMS vender to make changes in the system and communicates changes with the campus.
• Supervises the campus building key program, inventory, tracking, and reporting. Maintains key card files and issues keys, as well as assists with the cutting, stamping and filing of the building keys. Generates end of semester and end of year reports.
• Manages the scheduling of campus fleet vehicles, works closely with accounting to reconcile travel requests and risk management to verify approved drivers, also maintains approved driver’s database.
• Primary administrator for the State Community College Commission Capital Construction database. Tracks and inputs all changes to campus space use, room square footage changes, additions and deletions.
• Works with Plant managers and staff to implement and update preventative maintenance work orders, equipment files and standard procedure files.
• Ensures the highest levels of customer service standards and quality services are established, communicated, and executed to the Plant Operations office staff, the campus community and other stakeholders.
• Directs, schedules, assigns, reviews, and evaluates the work of staff; recommends and implements improved work methods and procedures. Prepares work schedules of office staff to ensure office coverage during hours of operation, 7 a.m. to 5 p.m. M-F.
• Trains staff in work and safety procedures related to assignments and in the operation and use of equipment and supplies; ensures safe work practices and procedures are followed.
• Responsible for processing, tracking, reconciling, and filing purchase requisitions and limited purchase orders for all the departments in the Physical Plant.
• Maintains up-to-date knowledge of general service maintenance operations, including the location of all personnel, what services each performs, and the location/status of all campus buildings and vehicles.
• Reports and tracks equipment and building problems to appropriate department.
• Prepares agendas and take minutes at staff meetings.
• Collects and verifies data, prepares folders, and enters electronically into the appropriate system.
• Assists the department with various projects.
• Supports department budgetary procedures through monitoring balances, purchases, and documentation in accordance with LCCC policy; communicate with the manager regarding budget status.

Customer Service:

• Provide professional customer service for the department including greeting visitors, answering phone calls, responding to emails, drafting communications, etc.
• Provide positive representation of the department and college in supporting all office responsibilities and general operations, such as general office work and receptionist duties; including receiving incoming calls, learning to interpret the information, taking messages and/or relaying the messages to the appropriate units, as well as operating the two-way radio and responding expeditiously to emergency situations and breakdowns.
• Determine the specifics of customer/student inquires, determine the most appropriate individual or department to respond, and facilitate contact logistics for the inquiry (i.e. as necessary; set up meetings, work orders, route to necessary individual or department, or provide online resources).
• Support department functions and major events through providing central communications, walking visitors/students to necessary locations/offices, and providing general guidance to campus.

KNOWLEDGE, SKILLS & ABILITIES: 

• Knowledge in budgetary maintenance, organization, reporting, and compliance.
• Ability to maintain and organized and orderly work environment
• Ability to operate and troubleshoot standard office equipment (computers, telephone, printer/copiers, fax, projectors, etc.)
• Knowledge and proficiency Microsoft Office and similar software. (Excel, Word, PowerPoint, Adobe, etc.)
• Ability to learn to maintain basic website updates and web-based programs.
• Excellent communication skills, both written and oral
• Ability to prioritize, triage, and work in a high-paced environment with multiple tasks and projects performed simultaneously
• Knowledge of effective customer service techniques with the ability to present one’s self and the college in a positive and professional manner
• Ability to respond to common inquiries from college faculty and staff, regulatory agencies, vendors, regional business community, and others as may be necessary
• Ability to effectively and professionally execute the essential functions of this position with proven capabilities in establishing appropriate professional rapport, communicating with courtesy and tact, accurately determine other’s needs, collect necessary information, and follow-through when requested
• Ability to read and interpret instructions in oral, written, or diagrammatical form (e.g., a flow chart of a process)
• Ability to travel, when necessary

PHYSICAL/MENTAL DEMANDS:

• To successfully perform the essential functions of this position, an employee must be able to:
• Maintain appropriate composure and necessary confidentiality with regard to both past and current employee, student, and donor data; documents; issues; etc., and respect privacy needs of employees, students, donors
• Comply with highly inflexible deadlines; there will be multiple occurrences of sudden, urgent task completion required
• The essential functions of this position require the ability to work in close proximity of an industrial environment including but not limited to working in proximity of complex machines, equipment, tools, chemicals, electrical equipment, etc.; appropriate safety precautions, safety equipment (PPE), and procedures must be utilized at all times
• Adapt to a variable work schedule including occasional evenings and weekends as needed
• Interact professionally, diplomatically, and appropriately in interacting with employees and/or students, past employees and/or students, members of the general public, and others who express opinions, may exhibit strong emotions
• Frequently move around the assigned work areas as well as within hallways, meeting rooms, and other parts of the campus facilities while performing the essential duties of this position
• Engage in multiple/daily instances of prolonged sitting, standing, and personal computer use, which would include keyboard and/or mouse usage as well as viewing a computer monitor
• Frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds to perform essential position functions; a team lift technique is required for lifts exceeding 50 pounds
• Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus
• The overall work environment requires the mental ability to shift focal point quickly due to interruptions; an employee must be able to mentally track multiple projects and tasking as well.
• The noise level in the work environment is usually moderate; however, there may be unexpected instances of loud noise

NOTE: This position description is a general description; it is not intended as an employment contract, nor is it intended to describe all duties someone in this position may perform.  All employees of the College are expected to perform other tasks as assigned by their respective supervisor/manager regardless of job title or routine job duties.

EDUCATION AND EXPERIENCE REQUIREMENTS –

Minimum Qualifications:   

• Associate degree from an accredited institution in business, management, or related field of study; four or more years of direct experience and the equivalent to a high school diploma may be substituted for this education requirement.
• Two years of experience in a customer service or administrative assistance in a detail oriented, computerized, and/or data-oriented environment.
• Highly proficient in the use of Microsoft office Suite.
• Two years of experience in a supervisory role

Preferred Qualifications:   

• Four or more years of experience in a customer service, office management and/or clerical assistance environment.

If you are selected for the position, your appointment is contingent upon successful completion of a background check. LCCC reserves the right to end this employment agreement should the results of your background investigation not be successful.

LCCC DOES NOT SPONSOR H1B VISAS.

Equal Opportunity Employer

Laramie County Community College is an equal opportunity and affirmative action educational institution and does not discriminate on the basis of race, color, national origin, sex, age, religion, genetic information, political affiliation, disability, veteran status or sexual orientation in admission or access to, or treatment or employment in, its educational programs or activities.

http://lccc.wy.edu/

http://www.lccc.wy.edu/about/humanresources