Utilities Systems Assistant

University of Kentucky; Lexington, Northern (KY, KY); Hybrid; USD 40,000 - 56,000; Full time

Job summary

The University of Kentucky seeks an Utilities Systems Assistant to provide administrative support across multiple department services, manage requisitions, and track invoices and cost center allocations.

You will collaborate with internal and external stakeholders, process work orders, maintain safety and compliance records, and support maintenance scheduling and data entry tasks.

Qualifications

• Experience providing administrative and business services support across multi-departmental teams.
• Working knowledge of electronic control systems, HVAC, and building automation field devices.
• Ability to enter and maintain information in a database and manipulate data in spreadsheets.

Responsibilities

• Provide administrative support to department cross-functional services and process requisitions.
• Communicate with vendors regarding invoices, estimates, and cost discrepancies.
• Process and track departmental purchase orders and invoices.
• Manage departmental credit card purchases and statements.
• Create reports and analyses for various administrative needs across department services.
• Coordinate maintenance work orders, permits, LOTO and CS entries, and EPA data entry.

Skills

MS Windows/Office

KRONOS

SAP

Education

Associate’s Degree + 3 Years

High School + 5 Years

Tools

KRONOS

SAP

Job description

Required License/Registration/Certification

Driver’s License

Physical Requirements

Standing or walking with objects up to 25lbs; Sitting at computer workstation for extended periods; Repetitive motion.

May be exposed to elements of weather and temperature extremes while on and/or traveling to/from various job site(s).

Shift

7:30am – 4:15pm (Monday – Friday)Hours of work may vary dependent upon situational factors requiring night(s), weekend(s), and/or holiday(s) response.

Job Summary

Reporting to the Utilities Systems Manager, this position provides administrative support to all department cross-functional services; Creates requisitions and goods receipts; Communicates with vendors regarding invoices and estimates; Processes and tracks departmental purchase orders and invoices and resolves any discrepancies; Utilizes departmental credit card purchases and processes statements; Researches and resolves billing inquiries Processes work orders and cost center allocations, including applied labor hours and expenditures; Monitors success metrics department-wide; Creates reports and analyses results for various administrative needs across all departmental services; and Collaborates closely with the Office of Financial and Business Services.

In addition, the Utilities Systems Assistant creates, tracks, and closes preventative maintenance work orders; Issues hot work permits; Tracks and maintains Lock-Out/Tag-Out ( LOTO ) database; Tracks and maintains Confined Space (CS) entry records and database; Maintains Confined Space air monitoring equipment and calibration; Tracks and maintains Stormwater Device; Handles scheduling with contractors; Maintains piping repair list for MS4 update; Performs EPA data entry; Provides Utility Outage support, which may include confined space entry; Performs Steam Trap testing; and Steam Condensate chemical testing; and Develops effective and collaborative relationships with internal and external stakeholders, vendors, and key customers through direct client relations.

Internal Employee Being Considered

Skills / Knowledge / Abilities

MS Windows/Office; KRONOS ; SAP

Experience in providing administrative and business services support across multi-departmental teams is essential; Working knowledge of electronic control systems, HVAC , and building automation field devices, including sensors, actuators, controllers, and network infrastructure used to support mechanical and monitoring systems; Basic mechanical aptitude and familiarity with hand/power tools; Computer skills to utilize electronic work order software, etc.; Ability to enter and maintain information in a database, write documentation, and manipulate data in a spreadsheet.

Does this position have supervisory responsibilities?

Does this position have supervisory responsibilities? No

Preferred Education/Experience

Associate’s Degree + 3 Years

High School + 5 Years

Deadline to Apply

Deadline to Apply 09/20/2026

Our University Community

We value the well-being of each of our employees and are dedicated to creating a healthy place for everyone to work, learn and live. In the interest of maintaining a safe and healthy environment for our students, employees, patients and visitors, the University of Kentucky is a Tobacco & Drug Free campus.

The University follows both the federal and state Constitutions as well as all applicable federal and state laws on nondiscrimination. The University provides equal opportunities for qualified persons in all aspects of institutional operations and does not discriminate on the basis of race, color, national origin, ethnic origin, religion, creed, age, physical or mental disability, veteran status, uniformed service, political belief, sex, sexual orientation, gender identity, gender expression, pregnancy, marital status, genetic information or social or economic status.

Any candidate offered a position may be required to pass pre-employment screenings as mandated by University of Kentucky Human Resources. These screenings may include a national background check and/or drug screen.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• * Tell us of a time you used your critical thinking skills to create something new? (Open Ended Question)
• * Please describe an example of a time in which you demonstrated excellent customer service? (Open Ended Question)
• * Describe your ability to multi-task in an environment where the priorities may change by the hour? (Open Ended Question)
• * Provide an example of how you proactively identified an opportunity to establish a best practice or correct a problem that had a high impact at an organizational level. Include specifics about the situation, your role, and results achieved? (Open Ended Question)
• * Which of the following best describes your years of paid, full-time work experience processing financial transactions (invoice payments, procurement cards, requisitions, purchase orders, check/cash transmittals, credit card receipts, etc)?
  • None
  • More than 0, up through 1 year
  • More than 1, up through 3 years
  • More than 3, up through 5 years
  • More than 5 years
• * Describe your experience with ordering & tracking expenses? (Open Ended Question)

Required Documents

• Resume

Optional Documents