"Staff Associate, Facilities & Operations"

Aims Community College actively supports an environment that embraces the College's Mission, Vision, Values and a culture of innovation and care. The College embraces and seeks to hire individuals who want to be a part of this environment and have the skill sets necessary to be successful in this position.

This is an essential in person position reporting to the Staff Executive II and assisting in administrative duties for the Facilities and Operations department. This position provides administrative support in the development of correspondence, reports, spreadsheets, meeting scheduling, calendars, assets etc. Performs independent work that is highly confidential in nature and is a resource for inter and intra departmental inquiries that requires basic knowledge of Facilities & Operations and College policy, procedures and practices. This role communicates and interfaces frequently with staff, campus administrators, faculty, students, and external customers through various forms of media and is responsible for efficient office support, front desk operations and prioritizing and assigning the workflow for the electronic work order system. This role will also provide administrative support for the Facilities & Operations department as a whole.

Assists the Staff Executive with Office Management:

• Provides direct administrative support to the Staff Executive (e.g. correspondence, including composing and/or editing, filing, setting appointments, travel, reporting including research, compiling, and final product, phones).
• Administers the Facilities & Operations purchasing card process including scanning, reconciling and data entry of the Pcard purchases and supporting the Pcard users in training, travel and invoicing.
• Assists department in placing equipment, PPE, supply orders via Aims authorized vendors.
• Responsible for the Workflow, and the Day-to-Day Activities of the Automated Work Order System to include supporting users, communicating with requesters and others, receiving work orders, tracking, trouble-shooting problems for maintenance, custodial and support logistics.
• Assists with Department Web Page - Adds logistical input, current work practices, and integration with others.
• Provides administrative support for the Facilities & Operations department as a whole, including project management, data entry, asset tracking, invoicing and communicating.
• Responsible for receiving, composing and dispatching departmental communications via hard copy, intranet, and phone.
• Must be able to receive and disseminate emergency information to a variety of entities.

Assist with Fleet/Institutional Vehicle Administration:

• Contact for reserving and scheduling institutional vehicles.
• Records and generates billings for use of fleet vehicles.
• Assists in process for Aims Authorized Drivers.
• Compiles department's charges for the use of departmental gas cards and gas credit cards.
• Reserves and process vehicle rental documents and invoices.
• Updates GPS programming software.

Assist with Personnel Records:

• Process, verify and maintain Facilities and Operations onboarding process including uniform orders, document management and new employee equipment.

Assist with Budget Maintenance & Invoicing Vendors:

• Provide attention to detail, completeness, accuracy, timely receipt of goods/services, and closure of purchase order for payment.
• Creates on-line and paper requisitions.
• Assists in the RFP, RFQ and other processes required to comply with College purchasing guidelines to disseminate capital and major maintenance funded equipment and projects.
• Supports utility tracking and audits; Verifies and records invoices relating to institutional utilities, including natural gas, electrical, water, sewer, trash, etc. relating to the institutional operations.

Other Duties as Assigned

Minimum Qualifications:

• Associate's Degree; plus, three (3) years of clerical or administrative support work in a related area or an equivalent combination of education and/or work experience.
• Demonstrated ability in Microsoft Office Products.
• Considerable knowledge of basic budget and accounting principles and practices.
• Communicate effectively both orally and in writing with a wide range of individuals and constituencies.
• A skills test may be required to demonstrate necessary proficiency.
• Excellent interpersonal relationship skills.

Required Documents:

• Cover Letter
• Resume

Preferred Qualifications:

• Background in Facilities and Operations environment or construction/purchasing areas.
• Aims financial software and/or work order systems