Administrative Assistant, Facilities

Cape Fear Community College; Wilmington (NC); On-site; USD 42,000 - 64,000; Full time

Job summary

Cape Fear Community College in Wilmington, NC, seeks an Administrative Coordinator to support the Maintenance Department. The role handles purchasing, contracts, invoices and document workflows, and coordinates service calls.

Strong organizational skills, bookkeeping experience, and proficiency with P-Card transactions are required. The incumbent will maintain records, process requisitions, and provide accurate information to faculty and staff.

Qualifications

• Two years of responsible secretarial or clerical experience.
• Equivalent to completion of the twelfth grade with secretarial training.
• Prior work with bookkeeping.
• Secretarial experience in facilities, operations, architectural, engineering or construction service preferred. An associate’s degree in the secretarial field is desirable but not required.

Responsibilities

• Follow, understand and improve on established procedures for all tasks.
• Maintain and manage communications with faculty, staff and vendors; provide routine information and directions.
• Initiate and process purchase requisitions accurately while complying with policies; confer with vendors for price, availability and delivery.
• Review departmental P-Card transactions via Works Application; monitor banking and payment management.
• Input information into computers via spreadsheets and college web sites; organize and file materials according to policies.
• Coordinate calls to the maintenance department; answer phones; schedule appointments; deliver quality customer service.

Skills

English usage

Modern office procedures

Basic mathematical principles

Responding to routine inquiries

Education

High school diploma or equivalent with secretarial training

Job description

DEFINITION

Performs a variety of general coordination and administrative tasks in support of the Maintenance Department. Coordinates the purchase of service contracts and manages billing from a large array of service vendors and repair contractors. Assists in the purchase of maintenance supplies and materials. Occasional assistance with coordination of service calls required. Manages purchasing, vendor insurance, vendor invoices, contract and document workflow for the department. Maintains technical records for the department. Manages departmental documentation needs independently. Assists with and coordinates supply chain and uniform programs.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from Executive Director of Capital Projects and Maintenance

Exercises no supervision.

ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions

Ability to follow, understand and improve on established procedures for all tasks.

Ability to retain and act on information from calls, emails, chats with thorough follow up and accuracy.

Ability to initiate and process purchase requisitions accurately while complying with the purchasing policies and procedures of both Cape Fear Community College and the NC Division of Purchase and Contract. Confer with vendors to obtain product or service information such as price, availability and delivery schedule.

Ability to review departmental P-Card transactions via Works Application; Bank of America’s web-based electronic card payment management service.

Type or word process a variety of documents; prepare copies of documents; distribute information.

Verify and review forms for completeness and conformance with established regulations and procedures; update and maintain files; collect and process appropriate information.

Coordinate calls to the maintenance department; answer phones; convey telephone messages; respond to requests and inquiries from faculty and staff; provide routine information and give directions; schedule appointments, and deliver quality customer service. Program phones for voice messaging and forwarding.

Participate in the maintenance departmental files, records and other data; gather and compile the required information as necessary; sort and file documents and records according to standard policies and procedures; input various information into computer via spreadsheets, shared documents and various college web sites; download, print, sort and file materials as appropriate.

Other Important Functions

Perform related duties and responsibilities as required.

QUALIFICATIONS

Knowledge of

English usage, spelling, grammar and punctuation.

Modern office procedures, methods and computer equipment, web-based services, shared online documents, PDF editing.

Basic mathematical principles.

Responding to routine inquiries and requests for information.

Ability To

• Maintain effective audio-visual discrimination and perception needed for:
  1. Making observations
  2. Reading and writing
  3. Communicating with others
  4. Operating assigned equipment
  5. Handling varied tasks simultaneously
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
  1. Standing or sitting for extended periods of time
  2. Operating assigned equipment
  3. Handling varied tasks simultaneously
  4. Bending, stooping, climbing, or lifting up to 50 pounds
• Maintain mental capacity, which allow the capability of:
  1. Making sound decisions
  2. Responding to questions
  3. Demonstrating intellectual capabilities

Experience and Training Guidelines

Prior work with a college or other large organization in a similar role, handling multiple services and vendors.

Prior work with bookkeeping.

Minimum Education/Training

Equivalent to completion of the twelfth grade supplemented by specialized secretarial and clerical training.

Minimum Experience

Two years of responsible secretarial or clerical experience.

Preferred Education/Training, Experience, Skills

Secretarial experience in facilities, operations, architectural, engineering or construction service preferred. An associate’s degree in the secretarial field is desirable but not required.

Special Instructions to Applicants

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.
  
• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If the highest level of education is a High School diploma or equivalent, proof of completion is required.
• Applicants who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master’s degree conferred by a regionally accredited college or university in the United States.