Job Description

Job Summary

This position is responsible for providing administrative support and overseeing the effective operation of the Office of Facilities Management. This position also has duties associated with supporting Environmental Services, Maintenance, and the College Information Center. This position reports to the Coordinator of Auxiliary Services and Campus Operations.

Essential Job Functions

• Utilize, create, and maintain departmental filing systems.
• Utilize procurement software to process orders and invoices for Facilities Management.
• Process parking pass requests and returns; maintain the parking permits database.
• Process Facilities Management invoices and files for record retention.
• Process College wide file storage, retrieval, disposal, and archive procedures.
• Process and update Facilities and Auxiliary Services content on the College portal and website.
• Set appointments for assigned staff.
• Data entry and distribution of project management forms and checklists.
• Provide coverage as needed at the Information Center, including coverage of multi-line phone.
• Assist the information desk with regular reconciliation of petty cash and lost and found.
• Maintain Caf\xc3\xa9 equipment inventory and schedule preventative maintenance and repairs as directed.
• Data entry and distribution of campus wide Canteen catering invoices.
• Order paper supplies for the Copy Center and process internal invoices.
• Assist in commencement preparation as directed.
• Secondary support for inventory and ordering of college uniforms.
• Answer phones and direct calls, greet customers, and act as area receptionist for Facilities Office.
• Secondary support for vending machine service calls and follow up.
• Distribution of keys, secondary support for key request processing
• Other duties as assigned.

Minimum Requirements to Perform Work

• HS Diploma or equivalent
• Two years of prior administrative support experience.
• Proficiency with Microsoft Office 365
• Proficiency with small office equipment (i.e., copier, multi-line phone system )
• Excellent organizational skills and the ability to multi-task to successfully balance multiple competing priorities
• Excellent customer service skills
• Excellent communication skills, written and oral.
• Must be positive, cooperative, and supportive.

Preferred

• Associate Degree

Supplemental Information

SALARY INFORMATION:

This position will be placed on the 12-month non-exempt staff salary scale at grade 5. Actual salary placement based on qualifications and experience. Position includes excellent benefits package.

PHYSICAL DEMANDS:

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Additionally, the following physical abilities are required:

• Hear/talk/communicate Must be able to exchange information and communicate
• Visual Acuity/ability to perceive or detect surroundings
• Mental acuity Able to focus, concentrate, understand, and convey subject matter
• Repetitive motion (i.e., keyboarding)
• Stand/sit/walk/able to move or traverse from one area to another

WORK ENVIRONMENT:

Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office, meeting, and training rooms, use of safe workplace practices with office equipment; computers for data entry and word processing with some highly technical applications and new technology systems; avoidance of trips and falls and observance of fire and building safety regulations and College policies.

TO QUALIFY FOR EMPLOYMENT, SELECTED CANDIDATES MUST:

• successfully complete a criminal background check (for designated positions)
• be able to work on campus as of the first day of employment
• be a resident of DE, MD, PA, VA, WV or DC as of the first day of employment
• be currently authorized to work in the US, as the College does not offer Visa sponsorships

Carroll Community College has the right to revise this position description at any time, and this position description does not represent in any way a contract of employment.

Carroll Community College is committed to creating a diverse, equitable and inclusive environment. Carroll Community College is committed to Equal Opportunity Employment.

Carroll Community College