Administrative Assistant Facilities and Grounds

MIDLAND COLLEGE; Midland (TX); On-site; USD 32,000 - 52,000; Full time

Job summary

Midland College is seeking an Administrative Assistant to Facilities and Grounds to support daily office operations and assist with routine secretarial tasks.

The role covers receptionist duties, purchase orders, payroll, equipment inventory, asset records, and maintenance scheduling, with opportunities to contribute across campus facilities.

Qualifications

• Associate degree or equivalent with 2 years clerical experience.
• Customer service focus.
• Knowledge of general office equipment.
• Proficiency with Microsoft Office.
• Excellent communication and interpersonal skills.
• Strong organizational skills.
• Must multitask and meet deadlines.

Responsibilities

• Assist the Facilities and Grounds department with daily operations and provide support to the department and personnel.
• Provide primary reception services including answering phones and greeting visitors.
• Request, record, and maintain records for all purchase orders for the department.
• Keep records of expenditures and monitor account balances; record interdepartmental charges.
• Complete time sheets for departmental employees from time clock records, maintain leave records, and submit payroll for the department.
• Receive and record all work orders.
• Maintain inventory of office equipment.
• Help enter, monitor, and maintain Facilities and Grounds asset inventory, preventative maintenance, and replacement schedules.
• Other duties as assigned.

Skills

Customer service

MS Office

Communication

Organizational skills

Multitasking

Education

Associate degree or equivalent

High school diploma + clerical experience

Tools

MS Office

Time clock system

Job description

Overview

The Administrative Assistant to Facilities and Grounds assists with administering the office's daily operations and performs routine secretarial duties.

Responsibilities

• Assist the Facilities and Grounds department with the administration of the daily operations of the office and provide support to the department and personnel


• Provide primary reception services to the department, including answering telephones and greeting visitors


• Request, record, and maintain records for all purchase orders for the department


• Keep records of expenditures and monitor account balances; record all interdepartmental charges


• Complete time sheets for departmental employees from time clock records, maintain leave records, and submit payroll for the department


• Receive and record all work orders


• Maintain inventory of office equipment


• Help enter, monitor, and maintain Facilities and Grounds asset inventory, preventative maintenance, and replacement schedules


• Other duties as assigned

Required Qualifications

• Associate Degree or equivalent (60 college credit hours); or High School diploma or equivalent and two years of clerical and general office experience


• Customer service focus


• Knowledge of general office equipment


• Proficiency with related computer applications, including Microsoft Office


• Excellent communication and interpersonal skills


• Strong organizational skills


• Must be able to multitask with the ability to meet deadlines

Preferred Qualifications

• Associate's degree or higher


• Data entry experience


• Experience working with budgets


• Experience working with a computerized time clock

Physical Demands

• Must be able to remain in a stationary position 50% of the time


• Ability to sit, stand, walk, and pull hands overhead


• Must be able to sit or stand for long periods of time


• The person in this position needs to move to other locations on campus occasionally


• Frequently moves equipment or paperwork weighing up to 25 pounds


• Duties indoors and some outdoors