Facilities Service Clerk

SUMMARY:

This position is responsible for providing intermediate, clerical office support at Facilities Services.

DUTIES AND RESPONSIBILITIES:

• Inputs and verifies with clients/customers that work orders have been satisfactorily completed before closing work orders in the TMA System.
• Performs a variety of typing assignments and enters data as necessary;
• Prints letters, labels and reports; picks up and distributes mail.
• Establishes, maintains, processes and/or updates files, records and/or other documents for the motor pool;
• Solves Problems for all issues that arise through the front desk;
• Responds to problems that arise through the front desk and assigns work orders to the various trades;
• Accepts, creates, closes and assigns work orders;
• Schedules appointments, meetings and/or conferences;
• Prepares, receives, sorts and distributes documents.
• Posts important notices in the clock room;
• Keeps a file of all fuel card receipts and verifies contents on the receipts;
• Runs weekly TMA reports for supervisors and assists in the development and implementation of the work flow process;
• Manages the front desk; trains and assists student employees as needed;
• Records and maintains log of staff going off campus on University business who use the fleet;
• Answers telephone calls;
• Directs requests and concerns to appropriate staff;
• Assist the Office Coordinator when needed;
• Serves as receptionist for the front office and customer service;
• Contacts vendors as required;
• Researches purchases and makes purchases for the dept.;
• Delivers paperwork throughout campus;
• Attends training sessions as required;
• Scheduling and coordination of fleet management; prepares schedules for bus drivers; maintains driver logs and prepares timesheets;
• Trains campus community on fleet procedures.
• Processes payroll time sheets as well as sick and annual leave documentation;
• Participates in operational planning, scheduling, and routing of University cars, vans and buses, to include securing a CDL driver for necessary trips, coordinating, planning, and obtaining itineraries for trips;
• Triage for a multitude of campus wide issues and problems that arise daily and require immediate resolution;
• Participates in the planning and billing process for special events requiring bus and van services;
• Participates in planning and coordinating regular defensive driving courses for faculty and staff, to include obtaining payment methods and ensuring all documentation needed is received prior to class;
• Maintains regular attendance;
• Performs other related duties as required.

DUTIES AND RESPONSIBILITIES FOR WILSON COMPLEX

• Performs all communications for the maintenance and use of the building;
• Schedule all meetings, rooms and solve-scheduling problems for all programs at the Wilson Complex;
• Works with the appropriate personnel to identify possible safety hazards throughout the entire Wilson Complex;
• Schedules maintenance projects within the physical plant for Wilson Complex;
• Orders academic sport and audio/visual equipment for the Exercise and Sport Sciences Department once a quote is provided by the department;
• Oversees and supervises student employees for Wilson Complex and all required paperwork;

MINIMUM REQUIREMENTS:

EDUCATION: Degree in any field is preferred but not required.
EXPERIENCE: Four (4) years’ experience directly related to office duties.

KNOWLEDGE, SKILLS, & ABILITIES:

• Skill in the use of Microsoft Office Products;
• Excellent problem solving skills;
• Excellent customer service skills;
• Excellent listening and communication skills;
• Able to work through and solve multiple problems that arise simultaneously;
• Able to maintain a calm demeanor under routine pressure;
• Ability to function as a team player, have a service oriented and pleasant demeanor and be able and willing to work with a diverse group and diverse public;
• Ability to be flexible and able to handle an ever changing environment and multiple tasks with accuracy, professionalism, and courtesy;
• Skill in telephone protocol;
• Ability to take and relay messages;
• Ability to type, file and proof read;
• Ability to follow written and verbal instructions;
• Ability to maintain confidentiality;
• Ability to work independently;
• Ability to work well with others;
• Ability to communicate effectively both verbally and in writing;
• Knowledge of basic office protocol;
• Knowledge of planning and scheduling techniques;
• Ability to develop and maintain record keeping systems and procedures;
• Ability to gather data, compile information and prepare reports;
• Knowledge of federal and state driving regulations;

PHYSICAL DEMANDS:

• Repetitive had motions and prolonged use of computer………Frequently
• Lifting 0 to 25 pounds…………………………………………………………..Frequently
• Lifting 26 to 50 pounds……………………………………………………….Occasionally
• Lifting greater than fifty (50) pounds …………………………………………Seldom
• Sitting for extended periods of time…………………………………….Frequently
• Standing………………………………………………………………………………Frequently
• Sitting………………………………………………………………………………….Frequently
• Walking……………………………………………………………………………….Frequently
• Bending……………………………………………………………………………….Frequently
• Squatting…………………………………………………………………………..Occasionally

WORK ENVIRONMENT:

• Work is normally performed in an office setting;
• Work may involve moderate exposure to unusual elements, such as dirt, dust, and unpleasant odors, and/or noises;
• Work with frequent interruptions;
• Work with students, staff, and faculty during regular work hours.