Office Specialist, Facilities - Northwest Florida State College

Northwest Florida State College; Florida; On-site; USD 36,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Life insurance

Retirement plan (FRS)

Dental and vision optional

Paid leave

4-day workweek

Event tickets

Job summary

Northwest Florida State College is seeking an Office Specialist in Facilities & Physical Plant. You will perform general office duties, maintain records, track expenditures, and coordinate service requests with maintenance staff.

The position emphasizes CMMS usage and fleet recordkeeping to support campus operations. Successful candidates typically hold a high school diploma and have 1–4 years of related experience, with preferred additional education.

Qualifications

• High school diploma or equivalent; associate degree or higher preferred.
• Proficiency with Microsoft Word, Excel, PowerPoint and Outlook is required.
• Administrative or facilities-related experience; CMMS familiarity strongly preferred.

Responsibilities

• Perform general office duties including typing, answering phones, filing, ordering supplies, reconciling expense reports and entering requisitions.
• Maintain department records, files, and correspondence including purchase orders and vendor documentation.
• Accurately track expenditures for various accounts.
• Track work orders using the CMMS.
• Coordinate and prioritize service requests with maintenance staff.
• Support office relocations, equipment moves, and furniture installations.
• Maintain college fleet vehicle records and related compliance tasks.
• Report incidents or injuries to the Director of Facilities and maintain safety records.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Education

High school diploma or equivalent

Associate degree or higher preferred

Tools

CMMS software

Job description

In over 50 years of service, Northwest Florida State College has earned a reputation for educational excellence and community involvement. As part of Florida's public system of 28 state and community colleges, NWFSC offers bachelor's degree programs, associate degrees, and certificates.

Job Description:

The individual filling this position is expected to play a positive role in helping the College change as necessary to effectively carry out its mission.

The Office Specialist, Facilities & Physical Plant position is directly accountable to the Executive Director of Facilities for the following duties and responsibilities.

PRIMARY RESPONSIBILITIES

• Perform general office duties including typing, answering phones, filing, ordering supplies, reconciling expense reports and entering requisitions.
• Maintain department records, files, and correspondence (including purchase orders, and vendor documentation).
• Accurately track expenditures for various accounts.
• Track work orders using the computerized maintenance management system (CMMS).
• Coordinate and prioritize service requests with maintenance staff.
• Support office relocations, equipment moves, and furniture installations.
• Maintain college fleet vehicle records: reserve, issue keys, track usage, check employee license through DOT, and maintain accountability of gas credit cards.
• Report incidents or injuries directly to the Director of Facilities.
• Maintain accurate records for safety inspections, permits, and compliance reports.
• As a part of the college's risk management tool annual mandatory compliance training is required.
• Perform other duties as assigned.
• Health insurance for employee and dependent coverage available.
• College-paid basic life insurance for employee with additional coverage for employee and/or dependents at employee's expense
• College-paid retirement with 3% employee contribution to the Florida Retirement System (FRS)
• Optional dental and vision insurance at employee's expense
• Paid leave accrual (sick and vacation/annual leave)
• Paid time off for designated holidays, winter break, and spring break
• 36-hour, 4-day workweek (Monday - Thursday) available to many departments
• Free tickets to designated Mattie Kelly Arts Center and Raider Athletic events

Requirements:

• High school diploma or equivalent required; Associate degree or higher preferred. Plus 1-4 years of relevant work experience.
• Proficiency in Microsoft Suite (Word, Excel, PowerPoint, and Outlook) required.
• Work experience in the higher education setting preferred.
• Administrative or facilities-related experience; experience with CMMS software strongly preferred.
• Strong interpersonal and organizational skills.

Additional Information:

Grant Funded: No

FLSA Status:Non-Exempt

Application Deadline:Open until filled. Review ofapplications will begin immediately

If you are disabled and need accommodations in order to participate in the application/selection process, please notify Human Resources before the specified closeout date. In accordance with the Americans with Disabilities Act, NWFSC strictly prohibits the discrimination against qualified individuals with disabilities in job application procedures, hiring, firing, advancement, compensation, job training, and other terms and conditions of employment. Preference will be given to eligible veterans and spouses of veterans for Career Service positions. NWFSC is an Equal Access/Equal Opportunity Institution and a Drug Free Workplace. All qualified persons will be considered on an equal basis. Any applicant's grievance should be addressed to the Human Resources Executive Director. Northwest Florida State College does not discriminate based on age, color, ethnicity, race, national origin, disability, marital status, pregnancy, religion, genetic information, sex, or any other legally protected classification in its employment practices or its educational programs or activities. For more information, please visit nwfsc.edu/nondiscrimination. Por favor llame a la Oficina de Admisiones de Northwest Florida State College al 850-678-5111 para obtener materiales de la Universidad en Español.