Facility Services Office Assistant

Automatic Data Processing, Inc.; Long Beach (CA); On-site; USD 21,000 - 28,000; Full time

Job summary

California State University, Long Beach's University Student Union seeks an Office Assistant for Facility Services. You will perform general administrative tasks, answer calls, and support budget tracking and invoices under the Facilities Services Manager.

The role requires being a CSULB student (minimum 6 units) and offers weekday hours with occasional evenings or weekends. A courteous, professional demeanor and strong Microsoft Office skills are essential.

Qualifications

• Minimum or no previous work experience required.
• Must be a current and active CSULB student enrolled in a minimum of 6 units.
• General knowledge of data processing and personal computer operations; Microsoft Office used daily.

Responsibilities

• Answers all incoming telephone calls when Facility Services Manager is not in office.
• Disseminates information relating to building systems.
• Performs general typing, filing, data entry, collating and maintenance of files.
• Receives visitors and directs them to the appropriate office(s).
• Operates standard office equipment and maintains supplies of paper in office machines.
• Conducts walkthroughs in buildings and inputs data into the maintenance management software program.
• Monitors receiving area for deliveries and directs deliveries to proper location.
• Schedules student staff for work shifts, including setup and events.
• Administers departmental onboarding for newly hired student staff.
• Presents a professional appearance and attitude and maintains a high standard of customer service.
• Keeps Manager apprised of all activities in Facility Services area.
• Other duties as assigned.

Skills

Office basics

Microsoft Office

Customer service

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Facility Services Office Assistant

University Student Union, Long Beach, CA, US

2 days ago Requisition ID: 2016

GENERAL STATEMENT

Provides general office support for the Facility Services Department. Performs a variety of light administrative functions. Assists the Facilities Services Manager with processing invoices and tracking annual budget expenses.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.

• Answers all incoming telephone calls when Facility Services Manager is not in office.
• Disseminates information relating to building systems.
• Performs general typing, filing, data entry, collating and maintenance of files.
• Receives visitors and directs them to the appropriate office(s).
• Operates standard office equipment: including fax, and copy machines, computers, printers, telephone, and maintains supplies of paper in office machines.
• Conducts walkthroughs in both the USU and SRWC to inventory all building systems and equipment and inputs data into the maintenance management software program.
• Monitors receiving area for deliveries and directs deliveries to proper location. Assists with delivering supplies to appropriate areas.
• Schedules student staff for work shifts, including for setup and events.
• Administers departmental onboarding for newly hired student staff.
• Presents a professional appearance and attitude at all times and maintains a high standard of customer service.
• Keeps Manager apprised of all activities in Facility Services area.
• Other duties as assigned, reasonably within the scope of the job.

MINIMUM QUALIFICATIONS

Education and/or Experience

Minimum or no previous work experience required. Must be a current and active CSULB student enrolled in a minimum of 6 units.

Knowledge and Abilities

Working knowledge of modern office methods and practices. General knowledge of data processing and personal computer operations is preferred, Microsoft Office is used on a daily basis. Exceptional customer service skills are necessary. General knowledge and understandings of the organizational structure of a university and some working knowledge of University policies and procedures preferred.

OTHER QUALIFICATIONS

Schedule

This position is an annual, year-round position that works through the winter and summer academic breaks. Shifts are generally scheduled Monday–Friday between 8 AM and 5 PM with occasional evening and weekend hours. Scheduled hours may fluctuate depending on departmental needs.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and to talk and hear while conversing with customers and co-workers. The employee is frequently required to sit for extended periods. The employee is occasionally required to stand for extended periods and walk to locations throughout campus. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and color vision.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Note: This is a union position. Please contact Human Resources with questions.