Facility Operations Assistant Job Northern Kentucky USA,Administrative/Clerical

All applicants must be authorized to work in the United States without sponsorship.

Applications received after interviews are scheduled may not be fully considered for this position.

We do not accept references or other application materials from outside credential management organizations. Application materials and references must be submitted through our applicant tracking system.

Please see Special Instructions for more details.

Hours of work are negotiable, but will be Mon-Fri, with a start time between 8:00 a.m.

- 12:00 p.m. and stop time between 1:00 p.m. – 5:00 p.m.

Position Information Job Title

Job Title Facility Operations Assistant Part-Time

Nature of Work

Will perform a variety of tasks including providing support in the Facilities office, including answering phones; reviewing and coding invoices; ordering supplies; tracking utilities expenditures; and filing. Will maintain Transportation Service Bureau ( TSB ) vehicle reservations, allocate vehicle charges to college departments and submit TSB billing and reports. Will assist with sorting and date-stamping incoming mail/packages; applying postage to outgoing mail/packages and handing out mail/packages as well as other duties as assigned.

Examples

of Work Performed Mail Duties

1. Hand out mail/packages

2. Sort all incoming mail/packages

3. Stamp all incoming mail

4. Postage all outgoing mail/packages

TSB Vehicles

1. Track TSB vehicle charges and update TSB monthly tracker

2. Schedule all repairs and routine maintenance

3. Send billings to TSB

4. Acquire quotes for repairs on damages to vehicles

5. Work with TSB on out of state travel requirements and any issues regarding their vehicles that are leased to the College

6. Process vehicle reservations, and maintain up to date vehicle reservation worksheets in Teams

7. Notify requester when vehicle reservation is approved/denied

8. Verify vehicle requester is approved to reserve vehicle (by accessing database of approved drivers) and negotiate with requesters as needed

9. Maintain and print travel logs

10. Print vehicle reservation worksheets weekly and ensure accuracy

Office Duties

1. Maintain, update, monitor Voyager fuel card usage and oversee all Voyager fuel cards for TSB and PSC vehicles

2. Retain all records on the Voyager fuel card usage for annual updates

3. Print and process and code all department invoices, obtain appropriate signatures, file in appropriate folders and email as needed

4. Scan invoices and submit for payment

5. Order supplies and bill departments as needed

6. Monitor and process utility bills tracker report (splitting between State and Auxiliary as needed

7. Place ads as needed with area papers (Omaha World Herald, etc.)

8. Monitor Facility Services Outlook email account

9. Monitor “set up” emails that are submitted to Facilities and forward to Maintenance or Custodial Managers

10. Research vendors for best pricing (postage machine, salt, etc.) and place orders as needed

11. Office filing as needed

12. Answer phone, take messages, route calls, make calls on 2-way radios to staff

13. Provide direction to visitors, may take messages for Security and Custodial departments, and assist students looking for other departments on campus

Required Qualifications

Graduation from Senior High School or equivalent supplemented by six months to one-year responsible work experience in accounting or bookkeeping or any combination of skills, knowledge and abilities that meet these requirements.

Preferred Qualifications

Knowledge of basic accounting principles and practices, computer systems and common accounting software applications.
Ability to communicate effectively both verbally and in writing and be able to maintain good working relationships with the general public and a diverse staff and student…