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Assistant I/II

Anne Arundel Community College, Facilities Management

Job Title: Assistant I/II
Job Location: Arnold , MD
United States
Status: Full-Time
Job Category: Other Administrative Positions
Application Closing Date: 1/5/2018
Date Posted: 2017-12-21
Industry: Academic/Education

Job Description





Assistant I/II
Anne Arundel Community College

Position Summary:

The Facilities Maintenance & Operations Assistant I/II is responsible for providing administrative, secretarial and clerical support to the Director and supervisory staff of Facilities Maintenance & Operations. The primary duty of this position is fleet coordination. This position is designated as Essential Personnel. The incumbent is required to assist in meeting the operational needs of the College during emergencies and college closures, as well as, ensure continuity of strategic service.

Job Duties and Responsibilities:

Accept authorizations, approve and reserve requests for use of college vehicles, schedule drivers, maintain reservations records and issue vehicle keys. Maintain file of licenses for each driver using a college-owned vehicle.

Coordinate the procurement of Motor Vehicle Records (MVR), via the Public Safety Department, for new employees requiring Anne Arundel Community College (AACC) vehicle driving privileges.

Maintain MVR reviews, periodic MVR updates and CDL records to assure MVR policy compliance.

Arrange new employee driver training, periodic refresher driver training and maintain driver training documentation.

Coordinate the daily vehicle and equipment inspections with the automotive mechanic. Maintain inspection documentation and assure any damages are ascribed to the appropriate driver/operator and required repairs are expeditiously completed.

Serve on the ARC and document the minutes of the meetings.

Provide secretarial and clerical assistance in support of Facilities Maintenance & Operations supervisory staff, including composing and typing correspondence, reports and other documents under the direction of the Office Manager.

Greet visitors to Central Services Building and respond to telephone inquiries providing information and assistance. Screen calls and refer to appropriate staff member; take accurate telephone messages and deliver in a timely manner.

Respond to internal and external complaints and inquiries concerning Facilities Maintenance & Operations services, repairs and/or emergencies in an effective and professional manner. Assess severity and urgency of concerns and dispatch Facilities Maintenance & Operations personnel as necessary.

Prepare and process requisitions for material/services using the automated purchasing systems Unimarket. Track and receive purchases and obtain authorization for payment. Research and resolve invoice discrepancies.

Receive and process work requests using the automated work request system (TMA Systems). Disseminate to appropriate personnel.

Serve as backup to receive and process key issuance requests. Cut and stamp College keys under the direction of the Locksmith. Maintain all key control records, i.e., key issuance/retrieval in TMA System key data base and maintain key authorization request files.

Function as the backup time recorder, complete and process timesheets, exception reports, overtime authorizations and other required documentation in compliance with timesheet deadlines established by the Payroll department. Complete data entry and maintain accurate leave usage/balances for Facilities Maintenance & Operations employees. Resolve payroll concerns and discrepancies.

Schedule meetings and appointments for Facilities Maintenance & Operations supervisory staff; notify appropriate personnel of appointments, deadlines and any pertinent information.

Check availability of College spaces for room reservations, repair purposes, using the automated reservation system (Resource 25).

Provide research and word processing support for special projects as requested.

Job Requirements

Required Qualifications:

High school diploma or equivalent required.

Minimum of one year of secretarial or clerical experience required.

Effective oral, written and interpersonal communication skills, including grammar, punctuation, proofreading and editing skills.

Demonstrated organizational and problem solving skills.

Ability to deal effectively and tactfully with students, faculty, staff and the public.

Preferred Qualifications:

Experience coordinating a fleet services program preferred.

Ability to type accurately at 55 wpm and proficiency in word processing and working knowledge of microcomputer applications and equipment. Proficiency in Windows-based software and database functions preferred.

Basic knowledge of tools and mechanical terminology helpful


Information and Application Process Instructions

For more information or to apply, please visit https://aacc.hiretouch.com

Anne Arundel Community College is an Equal Opportunity Employer.

When inquiring or applying for this job opening, please also reference AcademicCareers.com

Applicants with dual-career considerations can find university jobs such as professor jobs, dean jobs, chair / department head jobs, and other faculty jobs and employment opportunities at Anne Arundel Community College and at other institutions of higher education in the region on www.AcademicCareers.com

To obtain more information or to submit your resume you can contact Human Resources as shown below. If you apply for this position, please say you saw it first on www.AcademicCareers.com. Thank you.

Human Resources
Please apply online at: https://aacc.hiretouch.com


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