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Form of workAdministrative Specialist
State Title:Administrative Specialist II
State Class Code:AA50
State Pay Band:03
Annual Salary/Hiring Range:$32,000
Job Purpose:Reporting to the Business Manager, the Administrative Specialist serves as the Facilities Management receptionist and campus contact for all work orders and provides administrative support to the department.
Job Summary:- Serves as primary contact for campus work orders, including receiving, assigning/dispatching and closing them out in the university’s computerized work order system.
- Assists in scheduling extermination services.
- Distributes keys to vendors as needed.
- Contacts elevator vendor to resolve problems and maintains documentation/paperwork related to elevator maintenance.
- Maintains radio inventory, schedules repairs and orders related supplies.
- Orders general office supplies.
- Provides secretarial support to the department: Drafts correspondence; gathers information and prepares reports and electronic spreadsheets; contacts vendors for quotes and estimates; schedules meetings and appointments and assembles meeting materials; submits procurement card invoice receipts and updates/adds employee information in the TMA maintenance system.
- Serves as receptionist: Greets vendors and visitors; answers telephone and screens and routes calls; establishes and maintains filing system; and opens and distributes mail and responds as appropriate.
- Maintains an inventory log of surplus items and related documents and answers questions regarding state surplus.
- Processes utility invoices.
- Serves as point of contact for the university’s rental vehicle and prepares the journal entry to charge campus departments for its use.
- Assists the university’s project engineers with state paperwork.
High school diploma and four years of clerical experience or an associate’s degree in secretarial science or related field and two years of clerical experience.
Preferred Qualifications:Receptionist/customer service experience; experience with two-way radios; and proficiency with Microsoft Office software.
Knowledge, Skills & Abilities Summary:Knowledge of office management policies, best practices and procedures. Ability to interpret and apply policies/procedures and assist others in understanding them; exercise sound judgment and discretion and maintain confidentiality; establish and maintain filing systems; collect, compile and assemble information in a clear, concise manner; and establish and maintain effective working relationships with faculty, staff, students, contractors and the general public. Exceptional organizational, customer service, interpersonal, and verbal and written communication skills. Sufficient technical ability to perform job duties.
Type of Position:Classified
Position Status:Full-Time
FLSA Status:Non-Exempt
Hours Per Week:37.5
Months per Year:12
Telecommuting:Employees are not eligible for telecommuting/remote work during their 12-month probationary period. After that time, certain positions may be eligible for telecommuting/remote work at the discretion of the supervisor and in accordance with Winthrop policies.
Posting Number:2024 094S
Open Date:05/10/2024
Close Date:05/16/2024
Open Until Filled:No
PLEASE NOTE:* A resume will not be reviewed to determine whether an applicant meets the qualifications outlined in the job vacancy notice (posting).
* Responses to supplemental questions are considered part of the application; failure to respond will result in disqualification.
