Facility Operations Assistant Part-Time

Nebraska State College System; Chadron (NE); On-site; USD 19,000 - 21,000; Part time

Job summary

Nebraska State College System is seeking a Facility Operations Assistant (Part-Time) to support the Facilities office with phones, invoices, supplies, and mail handling. Responsibilities include tracking utility costs, vehicle reservations, and coordinating billing with departments.

The role also assists with scanning invoices, processing payments, and vendor liaison. Requirements include a high school diploma or GED and 6–12 months of related accounting or clerical experience.

Qualifications

• Graduation from Senior High School or equivalent with 6 months to 1 year accounting experience.
• Experience meeting the requirements through related skills, knowledge and abilities.

Responsibilities

• Answer phones and provide general office support.
• Review, code, and file invoices; order supplies and bill departments.
• Track utilities expenditures and manage vehicle reservations and billing.
• Maintain mailing duties, postage, and mail/packages distribution.
• Monitor accounts and assist with travel logs and vendor quotes.
• Research vendors for pricing and support daily office operations.

Skills

Verbal & written communication

Basic accounting principles

Accounting software

Education

High school diploma or GED

Job description

All applicants must be authorized to work in the United States without sponsorship.

Applications received after interviews are scheduled may not be fully considered for this position.

We do not accept references or other application materials from outside credential management organizations. Application materials and references must be submitted through our applicant tracking system.

Please see Special Instructions for more details.

Hours of work are negotiable, but will be Mon-Fri, with a start time between 8:00 a.m. - 12:00 p.m. and stop time between 1:00 p.m. - 5:00 p.m.

Position Information

Job Title

Facility Operations Assistant Part-Time

Nature of Work

Will perform a variety of tasks including providing support in the Facilities office, including answering phones; reviewing and coding invoices; ordering supplies; tracking utilities expenditures; and filing. Will maintain Transportation Service Bureau ( TSB ) vehicle reservations, allocate vehicle charges to college departments and submit TSB billing and reports. Will assist with sorting and date-stamping incoming mail/packages; applying postage to outgoing mail/packages and handing out mail/packages as well as other duties as assigned.

Examples of Work Performed

Mail Duties

• 1. Hand out mail/packages
• 2. Sort all incoming mail/packages
• 3. Stamp all incoming mail
• 4. Postage all outgoing mail/packages

TSB Vehicles

• 1. Track TSB vehicle charges and update TSB monthly tracker
• 2. Schedule all repairs and routine maintenance
• 3. Send billings to TSB
• 4. Acquire quotes for repairs on damages to vehicles
• 5. Work with TSB on out of state travel requirements and any issues regarding their vehicles that are leased to the College
• 6. Process vehicle reservations, and maintain up to date vehicle reservation worksheets in Teams
• 7. Notify requester when vehicle reservation is approved/denied
• 8. Verify vehicle requester is approved to reserve vehicle (by accessing database of approved drivers) and negotiate with requesters as needed
• 9. Maintain and print travel logs
• 10. Print vehicle reservation worksheets weekly and ensure accuracy

Office Duties

• 1. Maintain, update, monitor Voyager fuel card usage and oversee all Voyager fuel cards for TSB and PSC vehicles
• 2. Retain all records on the Voyager fuel card usage for annual updates
• 3. Print and process and code all department invoices, obtain appropriate signatures, file in appropriate folders and email as needed
• 4. Scan invoices and submit for payment
• 5. Order supplies and bill departments as needed
• 6. Monitor and process utility bills tracker report (splitting between State and Auxiliary as needed
• 7. Place ads as needed with area papers (Omaha World Herald, etc.)
• 8. Monitor Facility Services Outlook email account
• 9. Monitor "set up" emails that are submitted to Facilities and forward to Maintenance or Custodial Managers
• 10. Research vendors for best pricing (postage machine, salt, etc.) and place orders as needed
• 11. Office filing as needed
• 12. Answer phone, take messages, route calls, make calls on 2-way radios to staff
• 13. Provide direction to visitors, may take messages for Security and Custodial departments, and assist students looking for other departments on campus

Required Qualifications

Graduation from Senior High School or equivalent supplemented by six months to one-year responsible work experience in accounting or bookkeeping or any combination of skills, knowledge and abilities that meet these requirements.

Preferred Qualifications

• Knowledge of basic accounting principles and practices, computer systems and common accounting software applications.
• Ability to communicate effectively both verbally and in writing and be able to maintain good working relationships with the general public and a diverse staff and student population.
• Ability to maintain financial records and adhere to prescribed procedures, transcribe financial information completely and accurately.

License and Certification Requirements

None

Other Requirements

Offers depend on successful background check.

Salary Information

Salary $1,673.25 per month.

FTE

0.50

FLSA

FLSA Non-Exempt

Union Status

Union Status Non-Union

Number of Vacancies

Number of Vacancies 1

Posting Number

Posting Number PS1745P

Open Until Filled Yes

Open Until Filled Yes

Special Instructions to Applicants

Hours of work are negotiable, but will be Mon-Fri, with a start time between 8:00 a.m. - 12:00 p.m. and stop time between 1:00 p.m. - 5:00 p.m.

General Information

PSC's "Campus of a Thousand Oaks", an arboretum campus, is nestled in historic southeast Nebraska. The state's first college, Peru State provides students of all backgrounds access to engaging educational experiences to strengthen and enrich communities, Nebraska and the world. PSC is a member institution of the Nebraska State College System. For more information, visit www.peru.edu or call 1-800-742-4412.

EEO Statement

The Nebraska State Colleges are equal opportunity institutions and prohibit unlawful discrimination and harassment. Each College has designated an individual to coordinate the Colleges' non-discrimination efforts to comply with regulations implementing Title II of the Americans with Disabilities Act, Titles VI and VII of the Civil Rights Act, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, and Section 504 of the Rehabilitation Act. Inquiries regarding non-discrimination policies and practices may be directed to the Compliance Coordinators assigned at each College and identified on each College website.

Veteran Statement

This position is subject to Veterans Preference.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• Do you now or will you in the future require sponsorship to work in the United States?
  • YES
  • NO
• Have you received a high school diploma or a GED?
  • Yes
  • No