Administrative Services Clerk IV

Ivy Tech Community College; Fort Wayne (IN); On-site; USD 33,000 - 46,000; Full time

Benefits offered by this job

Health & Wellness

Tuition assistance

Paid time off

Flexible scheduling

Job summary

Ivy Tech Community College seeks a detail-oriented Administrative Services Associate to manage mail, printing, and shipping operations across the campus. You will coordinate service requests, maintain inventory, and prepare Workday requisitions while ensuring accuracy and timeliness.

You will supervise equipment and records, support asset tracking, and deliver strong customer service to internal and external stakeholders in a fast-paced environment.

Qualifications

• Associate Degree required, or the equivalent in work experience, preferably in Business.
• Requires knowledge of postal regulations and procedures.
• Experience in shipping/receiving areas and operation/maintenance of equipment.
• Forklift certification/training provided by College.
• Able to meet established deadlines and work under pressure.
• Proficiency using Microsoft Office and Canva preferred.

Responsibilities

• Assists with training of departmental staff.
• Organizes, schedules, prints and delivers service requests.
• Maintains departmental email request platform for printing and supply orders.
• Oversees mailing, printing and duplicating equipment maintenance.
• Handles mail, supplies and equipment shipments via USPS/UPS/FedEx/other carriers.
• Maintains inventory of paper and college stationary/forms for distribution.
• Prepares requisitions in Workday for purchases.
• Maintains log of print requests and monthly print counts.
• Prepares monthly cost transfers to Workday cost centers.
• Participates in Fixed Assets receipt, tagging and delivery.
• Keeps campus records storage and assists with records disposal per policy.
• Supports confidential shredding and campus book deliveries via loading dock.
• Provides exceptional internal/external customer service.

Skills

Organizational skills

Customer service

Time management

Education

Associate degree

Tools

Microsoft Office

Canva

Job description

Responsible for the overall management, coordination and participation in all operations of the Administrative Services Department; including mail/delivery services, printing/duplicating services, shipping/receiving. office supply distribution and Fixed Asset maintenance.Salary Range:$33,097 - $46,060-Compensation will be commensurate with the requirements of the position and the candidate’s relevant experience and education.Major Responsibilities:Assists with training of departmental staffParticipates in the organization, scheduling, printing and delivery of all service requests. Updates and maintains departmental email request platform and/or similar software for obtaining printing orders/supply requests.Oversee the maintenance and operation of all mailing, printing and duplicating equipment. Analyze and recommend additions/upgrades of equipment, when appropriate.Supervise and participate in the preparation/delivery of outgoing and incoming mail, supplies, and equipment and maintain related records, using the SCLogic equipment and software. (Includes USPS, UPS, FedEx, Amazon and freight shipments) Maintains record of rate and procedural changes for various types of mail/shipping.Maintain a system to accommodate an inventory of paper and College stationary/forms for distribution to regional personnel. Prepare related requisition/purchase orders in Workday for inventory replenishment, departmental standing orders and any other related purchases.Maintain/updates an Excel spreadsheet log of all print requests, including specialty detail (lamination, combing, etc.) for monthly Workday journal entry transfers, including monthly print counts on copiers in Administration Services department.Prepare monthly reports for Business Office Director (BOD) to transfer printing/special project costs to specific requesting Workday Cost Centers.Jointly participate with other Administrative Services staff to process Fixed Assets equipment receipt for the region to include: Receiving, inventory tagging and delivery of all capital equipment, completion of related documents in the shared I drive folder.Assign and maintain storage of campus records in conjunction with the Director of Finance & Business Services and assists with disposal of records in accordance with retention policies.Assists with campus wide confidential document shreddingIn partnership with the college leased bookstore vendor, assist with delivery of books & merchandise utilizing the Coliseum Campus loading dock areaMaintain adequate internal controls and ensures compliance with College policies and procedures.Provide exceptional customer service to both internal and external customers.Serves as a “Designated Employee” and must maintain Administrative Services department during emergency or campus closing.The above list is not to be construed as an exhaustive list. Other duties logically associated with the position may be assigned.Minimum Requirements:Associate Degree required, or the equivalent in work experience, preferably in Business.Requires knowledge of postal regulations and procedures.Requires knowledge and experience in shipping/receiving areas, including operation and maintenance of equipment.Well organized and able to handle a high volume of work. Able to meet established deadlinesAbility to operate a forklift, hand tools, and equipment used in the department. (Forklift certification/training provided by College)Ability to exercise basic human relations and customer service skills in establishing and maintaining effective working relations within the Ivy Tech Community.Proficiency using Microsoft Office and Canva, preferred.Regular working hours are 8am-5pm, Monday-Friday. Occasional overtime required to accommodate departmental vacation schedules or other staffing needs.Physical Requirements:May be required to lift, push or pull up to 70 poundsMay be exposed to chemical, mechanical or electrical hazardsMay be exposed to dusts, fumes or odoriferous working conditionsOther Requirements:Selected candidate for employment will be subject to pre-employment background checks, including criminal history check, and any offer of employment will be contingent upon that outcome. Official transcripts required upon hire.Ivy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:Health & WellnessMultiple medical plan options paired with a Health Savings Account with a generous employer contributionDental plan with no-cost preventive services and coverage for orthodontiaVision plan with low-cost exams and allowances for glasses or contact lensesEmployee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resourcesWellness program with opportunities to earn $250 in Wellness RewardsFlexible Spending Accounts for healthcare (limited purpose) and dependent careRetirement & Financial Security10% employer retirement contribution, fully vested after two yearsBasic life insurance equal to annual salary paid by the College, with optional supplemental coverageShort-term and long-term disability benefitsEducational BenefitsFee remission for employees, spouses, and dependent childrenTuition assistance for undergraduate, graduate, and doctoral programsPaid professional development opportunitiesWork‑Life BalanceGenerous paid time off, including vacation, sick leave, holidays, and winter recessFlexible work arrangements where availablePaid childbirth recovery leave (8 weeks)Paid parental leave (4 weeks)Additional PerksEligibility for Public Service Loan ForgivenessAdditional discounts on gym memberships, transportation, and various retail servicesIvy Tech is proud to offer benefits that support your health, your family, and your future—because when our employees thrive, our students and communities thrive too. For more information on Ivy Tech Benefits, visit https://careers.ivytech.edu/benefits.Note: Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.Ivy Tech Community College is an accredited, equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age or veteran status. As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights.