Facilities Support Specialist; Portsmouth

Facilities Support Specialist (Portsmouth)

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Assist with the daily administrative operations of the Facilities Department on the Portsmouth Campus. Provide clerical, technical, and administrative support in all phases of the Facilities Department. The Administrative Assistant will be responsible for ensuring the efficiency and smooth operations for their assigned supervisor and department. Duties require independent judgment with an understanding of Facilities Department functions, procedures, and terminology.

• Enter and monitor purchase orders, term contracts, and perform other basic accounting tasks ensuring accuracy and meeting deadlines following SSC rules and regulations.
• Prepare proof and edit documents, correspondence, spreadsheets, and reports as directed ensuring accuracy and meeting deadlines.
• Regularly process invoices for the Facilities Department including creating purchase orders, following them to completion and submission to Fiscal Services for payment. Process invoices in a timely manner on goods/services received and complete to expedite payment in accordance with Virginia Prompt Payment Act.
• Maintain files on all purchase orders and state contracts.
• Process purchase orders into the state ordering system. EVA orders will be processed in a timely, accurately following all SSC/VCCS regulations.
• Able to enter EVA requests into School Dude, create work orders, and close work orders.
• Answers and direct phone calls, take messages, and field/answer all routine and non-routine questions.
• Responsible for ordering and maintaining office supplies, securing and maintaining office equipment, establish and maintaining a filing system, sorting and distribution of mail, creating and maintaining an accurate calendar.
• Maintain an accurate 1500 hour spreadsheet for assigned employees per campus level.
• Oversee the purchase of personal protective equipment such as safety shoes, foul weather gear, and uniforms.
• Check E‑mail daily and respond promptly to avoid delays.
• Prepare travel arrangements and employee memberships as required.
• May occasionally be required to utilize personal vehicle for College business.

• Knowledge of and ability to use a variety of PC‑based software including e‑mail, word‑processing, spreadsheets, database, and PowerPoint.
• Knowledge of accounting principles, purchasing requirements and basic contract law.
• Knowledge of office procedures, office professionalism, office etiquette, and office management in an automated environment.
• Ability to perform general clerical skills including filing, typing, and editing.
• Strong organizational planning skills.
• Knowledge of effective customer service techniques.
• Knowledge of budget/financial management practices and techniques.
• Ability to communicate effectively, both orally and in writing.
• Ability to apply appropriate customer service techniques, use sound judgment to resolve vendor‑related issues.
• Ability to work independently or in a team environment on daily operations and special projects concurrently.
• Ability to prioritize workload, anticipate and meet deadlines, respond to changing priorities, and manage multiple projects.
• Ability to complete daily required duties and tasks using professionalism, confidentiality, and good judgment.
• Valid Driver’s License.

• Knowledge of Electronic Virginia (eVA), HRMS, School Dude, Inventory Direct, and State P‑Card Procedures.

The Virginia Community College System (VCCS) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non‑merit factors.

The Virginia Community College System (VCCS) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts (ADA and ADAAA), to provide reasonable accommodation to applicants in…