Administrative Services Clerk IV

ivytech; Fort Wayne (IN); On-site; USD 33,000 - 46,000; Full time

Benefits offered by this job

Health plan

Dental plan

Vision plan

Employee assistance program

Wellness program

Job summary

Ivy Tech Community College is seeking an Administrative Services Assistant to support mail, printing, and purchasing operations at the Fort Wayne campus. The role oversees equipment, manages mail shipments, and processes supply orders in Workday, with occasional overtime and forklift operation.

Responsibilities include training staff, maintaining records, preparing monthly reports, and ensuring compliance with college policies while delivering excellent customer service to internal and external

Qualifications

• Associate degree or equivalent work experience, preferably in Business.
• Knowledge of postal regulations and procedures.
• Experience in shipping/receiving and equipment maintenance.
• Able to meet deadlines and handle high volume of work.
• Forklift operation (forklift cert provided).
• Proficiency with Microsoft Office and Canva.

Responsibilities

• Assist with training departmental staff.
• Coordinate service requests using printing orders platform and email requests.
• Oversee maintenance and operation of all mailing, printing and duplicating equipment.
• Supervise outbound/inbound mail, supplies and equipment; track rates.
• Manage inventory of paper and forms; place Workday purchases.
• Maintain Excel log of print requests and copier counts; monthly transfers.
• Prepare monthly cost transfer reports to Workday cost centers.
• Process Fixed Assets receipts; inventory tagging and delivery.
• Manage campus records storage; assist disposal per retention policies.
• Support confidential shredding and bookstore deliveries via loading dock.
• Maintain internal controls and ensure policy compliance.
• Provide exceptional customer service to internal and external customers.
• Designated Employee during emergencies.

Skills

Strong organizational skills

Customer service mindset

Attention to deadlines

Education

Associate Degree

Tools

Microsoft Office

Canva

Workday

Job description

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 staff
• Participates 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 shredding
• In partnership with the college leased bookstore vendor, assist with delivery of books & merchandise utilizing the Coliseum Campus loading dock area
• Maintain 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 deadlines
• Ability 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 pounds
• May be exposed to chemical, mechanical or electrical hazards
• May be exposed to dusts, fumes or odoriferous working conditions

Other 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 & Wellness

• Multiple medical plan options paired with a Health Savings Account with a generous employer contribution
• Dental plan with no-cost preventive services and coverage for orthodontia
• Vision plan with low-cost exams and allowances for glasses or contact lenses
• Employee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources
• Wellness program with opportunities to earn $250 in Wellness Rewards
• Flexible Spending Accounts for healthcare (li