Job Description

Administrative Assistant - Facilities

Salary : $32,489.60 - $43,305.60 Annually

Location : 4800 W 4 Mile Road Grayling, MI

Job Type : Full-time

Division : Business

Job Number : 21-00060

Description

Provides support services to the Director of Facilities Management. Responds to customer requests, resolves problems, coordinates a variety of department projects and activities. Performs budget officer responsibilities and detailed record-keeping for department analysis. Manages College shipping, receiving, and mail delivery services. Manages laundry services including department pick up of laundry.

Duties

PRIMARY DUTIES AND RESPONSIBILITIES*

• Interacts and communicates with Kirtland employees and outside contacts to provide information, coordinate schedules, and assist with seeking resolutions.

• Determines appropriate methods for storing and retrieving information for record-keeping and reporting.

• Works closely with the Director of Facilities Management to provide data analysis and create systems to collect, compile, and tabulate data for efficient department reporting.

• Responsible for coordinating the collection and removal of hazardous waste materials from campus.

• Maintains regulated manifests, provides documentation, prepares and submits annual reports for state agencies such as DEQ, MIOSHA, and the health department.

• Obtains and maintains MSDS sheet for campus and works closely with 3E Company ensuring MSDS compliance; provides contact information to campus employees.

• Assists the Director of Facilities Management with preparation and management of departmental budgets and departmental accounts, including keeping detailed records of expenditures, routinely reconciling reports, and initiating/maintaining inventory for the department.

• Maintains audits and generates reports to ensure accuracy and integrity of the system.

• Updates the maintenance plan, as needed.

• Creates and maintains computer graphic maps of building systems such as fire prevention, alarm devices, HVAC locations, evacuation routes, and special project documents.

• Prepares departmental bid requests and project management files to assist the Director of Facilities Management in planning campus projects.

• Composes and edits contracts and specifications, distributes documents, notifies construction houses and vendors of projects and results.

• Updates and maintains current certificates of insurance for contractors and vendors.

• Maintains and creates departmental files including historical and current documents, OSHA, employee records, special events and calendars.

• Actively participates as a safety leader, member of the campus safety committee, department safety committee, and other departmental events.

• Coordinates agendas, prepares materials, takes minutes and develops safety training modules for staff, faculty and administrators and trains safety leaders. Participates in various college standing or ad hoc committees.

• Coordinates the use of college fleet vehicles. Distributes keys, documents usage and assignments, verifies drivers are on the authorized driver list, ensures safety and maintenance of vehicles, and maintains a database on the use and repair of vehicles.

• Maintains fuel oil and propane storage volumes and records necessary for heating campus buildings. Obtains bids, compares costs, performs analysis, and places orders as needed. Prepares reporting documents showing usage and annual comparisons.

• Coordinates the scheduling and records of state-mandated and inspections on boilers, elevators, fire systems, sprinklers, kitchen hoods, etc.

• Administers the SchoolDude campus work order system and preventive maintenance software. Creates preventive maintenance schedules for facilities department employees. Provides information and trains campus employees and departmental staff. Communicates with SchoolDude Company to troubleshoot and solve problems.

• Attends conferences and webinars as needed for awareness and updates to the software and its abilities.

• Provides shipping, receiving and delivery services throughout the college campus.

• Performs other related tasks as required.

Qualifications

MINIMUM QUALIFICATIONS

• Associate degree in business, office administration or a related field

• Three to five years of related experience, or a combination of education and experience commensurate with the requirements of the position

• Minimum of 60 wpm typing

• Proficiency in word processing and database software and ability to learn and use a variety of personal computer software

SUPERVISION – Works under the general supervision of the Director of Facilities Management

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