Administrative Support Assistant II, Facilities

Job Overview

The purpose of this class is to provide professional level administrative support services to assigned department or program.

High school diploma/GED and five years related office experience or Associate’s Degree and three years related office experience; knowledge and experience using Microsoft Office applications; must complete and pass Microsoft testing modules which includes Word and Excel and demonstrate the ability to type 30 wpm. (Candidates with proof of current Microsoft Office Expert Specialist Certification do not need to test.)

• Assist and provide information to students, faculty, administrators and the college community.
• Assist in planning meetings, special events, and with special projects.
• Serve as liaison between department or program and other offices or organizations.
• Research, analyze and process data into college systems.
• Maintain records and files.
• Answer, screen and direct telephone calls.
• Compile reports, documents, forms and correspondence.
• Create and track check requests, requisitions, work orders and other request forms.
• Process and manage all relevant course, program and/or personnel paperwork.

Class Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned.

• Provide administrative support to Assistant Director of Facilities Management, or designee, and the respective campus Facilities Operations office.
• Act as customer service representative for college community for service requests and enters data in college systems (i.e. CMMS and event management software).
• Schedule vehicle reservations, processes vehicle service requests and is administratively responsible for the efficient operation of the college pool vehicles.
• Prepare and process bi-weekly payroll for designated department staff via time management software.
• Create & track check requests, requisitions, work orders, and other forms.
• Assist in the oversight of campus shuttle operations, as needed or directed.
• Answer, screen and direct telephone calls.
• Communicate with vendors and external community members to discuss/ resolve issues concerning proposals, contracts, billing, property issues, etc.
• Assist and provide information to students, faculty, administrators and the college community.
• Assist in planning meetings, special events, and with special projects.
• Serve as a liaison between department and other offices or organizations.
• Research, analyze and process data into college systems.
• Handles confidential data and information including budgetary and departmental personnel related information.
• Compile reports, documents, forms and correspondence.
• Attends and participates in meetings, committees and training as needed and appropriate.
• Assists in the coordination and implementation of college and non-college events/activities.
• Performs duties assigned in response to college emergencies, as necessary and/or directed.
• Effectively performs in a service environment and follows all county, state, college, and departmental policies and procedures.

Position Specific Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned.