Administrative Assistant and Dispatcher for Facilities at William Carey University in Hattiesburg, Mississippi

Job Description:

Description

Job Summary

Under the direction of the Department Director, the Assistant to the Director of Facilities or other assigned supervisor, the person occupying this position provides assistance and clerical support to employees, vendors and other visitors and callers.  This position requires occasional overtime and weekend work.

Applicant must complete all questions and provide work experience including a detailed description of duties and responsibilities in order to be considered for employment.

Duties and Responsibilities

Under the direction of the Director of Facilities, the Assistant to the Director of Facilities or other assigned supervisor, this job description does not state or imply that these are the only duties to be performed by the employee occupying this position.  Duties and responsibilities listed are essential job functions and exclude functions which are incidental to the performance of fundamental job duties.

• Receive and assist employees, vendors and visitors entering office
• Answer phones, voice-mail, and email for the department and distribute mail
• Administer computerized program software for maintenance.
• Receive and issue work orders, schedule appointments, service and meetings
• Assist with writing, recording and processing Purchase Orders for department
• Maintain Work Order log
• Process key requests and file for campus wide inventory purposes
• Maintain property list, building files and blueprints
• Assist with purchase orders and place orders for Tradition Facilities Department and maintain Purchase Order log
• Assist with reconciling purchase orders and forward receipts, check requests and invoices to Accounts payable office
• Fleet management – vehicle checks, check outs, check ins, service, repairs, and warranty items
• Maintain and issue as needed department gas cards and credit cards (through Assistant to Director)
• Run errands as needed
• Maintain uniforms and personal protective equipment as directed by the Director or Area Supervisors
• Coordinate dumpsters on campus; includes scheduling deliveries, pickups, and service dates
• Maintain warranty and service records on all equipment
• Monitor security cameras throughout the shop
• Assist Director or Supervisor with additional tasks as assigned

 

Physical Demands

• Must possess mobility to work in a standard office setting, and to use standard office equipment including a computer and 10-key calculator
• Must have vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone
• Must have the ability to sit or stand for extended periods of time
• Must have strength and agility to move files, paper boxes, and minor office and shop equipment
• Must have ability to lift and carry 25 pounds

Required Application Documents

Please upload the following documents with your application:

• Resume
• Cover Letter

Qualifications

Required Qualifications

• Experience with, and proficient in use of common office productivity software, including Microsoft Office suite (Word, Excel, and Outlook). Ability to quickly learn additional software specific to facilities functions
• Ability to solve practical problems and deal with a variety of situations and people
• Ability to work smoothly in a high-volume, fast paced workplace
• Ability to make mathematical computations quickly and accurately
• Proficient in English composition and grammar. Ability to fluently speak, read, and write the English language
• Customer service oriented
• High school diploma
• Valid MS driver’s license

Preferred Qualifications

• Bachelor’s Degree (Business Major preferred)
• 1-2 years customer service experience
• Previous Administrative Assistance Experience

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