Work Control Specialist

The University of Texas at Austin; Austin (TX); On-site; USD 38,000 - 46,000; Full time

Benefits offered by this job

Health benefits

Paid vacation

Retirement plan

Tuition assistance

Training access

Job summary

The University of Texas at Austin is seeking a Work Control Specialist to support the Facilities Services department in Austin, TX. You will process key requests, maintain records, and assist with service requests while upholding security policies and SOPs.

Ideal candidates bring strong data entry accuracy, customer service skills, and experience with work order systems; a Texas driver license is required, and the role expects reliable teamwork in a fast-paced campus environment.

Qualifications

• High school diploma or GED required; data entry accuracy essential.
• Experience with a work order system preferred.
• Strong customer service and organizational skills.
• Texas driver’s license required (Class C).

Responsibilities

• Process incoming key requests and issue keys per policy.
• Maintain key system records and prepare keys for deliveries.
• Handle Facilities Services service requests and follow up.
• Provide high-level customer service in a fast-paced environment.
• Coordinate with campus managers and internal staff.

Skills

Data entry

Customer service

Time management

Communication

Teamwork

Adaptability

Education

High school diploma or GED

Bachelor's degree (preferred)

Tools

Work order system

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Job Posting Title

Work Control Specialist

Hiring Department

Facilities Services

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Non-Exempt from FLSA

Earliest Start Date

Immediately

Position Duration

Expected to Continue

Location

AUSTIN, TX

Job Details

General Notes

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of staff, thereby enhancing the student experience. If you’re the type of person who wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card
• For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.

Purpose

To assist university departments with compliance efforts put in place by the new key control and accountability policy; adhere to new and established standard operating procedures in order to meet operational requirements.

Responsibilities

• Process incoming electronic key requests, checking requests for accuracy and completeness. Issue keys at the customer service counter while adhering to key security policies. Receive and process returned keys from customers. Answer incoming phone calls and assist with questions and client requests.
• Maintain key system records, verify key bitting accuracy, manage filing systems for accurate record retention and retrieval, and prepare keys for satellite campus courier deliveries and contractor key requests.
• Receive and process Facilities Services service requests through the electronic work order system, assist customers with UTWorks submissions, conduct follow-up communications as needed, identify and specify critical issues, and maintain a high level of accuracy and attention to detail in all aspects of customer service and work order documentation.
• Work in a fast-paced environment while maintaining a superior level of customer service, cooperation, and collaboration. Requires initiative to work independently and as a team member, and follow standard operating procedures. Ability to accept constructive feedback as necessary.
• Establish and maintain rapport with university building managers, campus clients, and internal staff. Represent the department at outreach meetings as assigned.
• Represent Lock & Key Services on special projects and departmental initiatives, including key audits and reporting activities.
• Safely operate UT-owned vehicles.
• Other related duties will be assigned, including working with other departments within the Facilities Planning and Management portfolio. Occasional overtime may be required to support organizational goals and objectives. Will push, pull, and lift.

Required Qualifications

High school graduation or GED. Three years of experience in a work order control environment. One year of intermediate experience using an integrated work order management system. Two years of above-average experience with data entry with a high degree of accuracy. Two years of intermediate experience using Microsoft Word, Outlook, and Excel. Excellent customer service, organizational, and time-management skills, along with the ability to manage multiple projects and competing priorities concurrently. Adaptability for learning new software and processes. Must possess and maintain a Class "C" Texas Driver's License. If not currently a Texas resident, must obtain a Texas driver's license within 30 days after entering Texas as a new resident.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree in business administration or similar. More than three years of broad-based experience in a Lock & Key Services type operation. More than one year of experience using an integrated work order management system. Two or more years of above-average experience with data entry with a high degree of accuracy. More than two years of experience using Microsoft Word, Outlook, and Excel. Experience with direct customer service. Excellent telephone etiquette.

Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing).

Salary Range

$42,136 + depending on qualifications

Working Conditions

• All weather conditions
• Standard office
• Electrical/mechanical
• Keyboard
• Manual dexterity
• Climbing of stairs
• Lifting and moving

Work Shift

40 Hours per week, Monday-Friday, 7:30 am-4:00 pm. Occasional overtime work may be required per operational requirements.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest
• Other materials upon request

Employment Eligibility

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX is defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.