Facilities Support Specialist (2 positions)
Job description
Position Summary:
Assist with the daily administrative operations of the Facilities Department on the designated TCC Campus. Provides clerical, technical, and administrative and project 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 their department. Duties require independent judgment with an understanding of Facilities Department functions, procedures and terminology.
This recruitment is to fill two positions. One position on the Norfolk Campus and the other position on the Chesapeake Campus.
Functional Responsibilities:
- Enter and monitor purchase orders, term contracts, and perform other basic accounting tasks ensuring accuracy and meeting all established deadlines following SSC rules and regulations.
- Prepare proof and edit documents, correspondence, spreadsheets and reports as directed ensuring accuracy and meeting all established deadlines.
- Regularly processes 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.
May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
2) Knowledge of accounting principles, purchasing requirements and basic contract law.
3) Knowledge of office procedures, office professionalism, office etiquette, and office management in an automated environment.
4) Ability to perform general clerical skills including filing, typing, and editing.
5) Strong organizational planning skills.
6) Knowledge of effective customer service techniques.
7) Knowledge of budget/financial management practices and techniques.
8) Ability to communicate effectively, both orally and in writing.
9) Ability to apply appropriate customer service techniques, use sound judgment to resolve vendor-related issues.
10) Ability to work independently or in a team environment on daily operations and special projects concurrently.
11) Ability to prioritize workload, anticipates and meets deadlines, responds to changing priorities, and manage multiple projects.
12) Ability to complete daily required duties and tasks using professionalism, confidentiality, and good judgment.
13) Valid Driver’s License.
The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/
The Virginia Community College System, an EEO employer, welcomes applications from people of all backgrounds and recognizes the benefits of a diverse workforce. Therefore, the VCCS is committed to providing a work environment free of discrimination and harassment. Employment decisions are based on business needs, job requirements and individual qualifications. We prohibit discrimination and harassment on the basis of race, color, religion, sex, national origin, age, sexual orientation, mental or physical disabilities, political affiliation, veteran status, gender identity, or other non-merit factors.
The VCCS is an EOE and Affirmative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), VCCS will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.
VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.
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