SUMMARY:

Employee primary duties is creating/processing purchasing requisitions for all necessary supplies in all functions of Facility Services utilizing the proper budget coding as defined. The secondary duties include coordinating and managing all vendor accounts and contract negotiations in the best interest of the University, insuring all invoicing match the contract scope. Performs standard clerical office work and provides coverage as necessary administrative duties for the department in answering telephones, responding to inquiries, along with assisting external and internal customers. Perform manual tasks, such as covering shipping and receiving when the Receiving Clerk is out of the office. This position will maintain the departments inventory systems related to key areas of Facilities operations including housekeeping supplies and maintenance supplies. Will be responsible for report generation of the Help ticket system and its functions as it relates to ordering supplies in the completion of task as assigned to facility employees. Assist in maintaining the campuses insurance liability and risk records including Certificate of Insurance for on and off campus events related to visiting schools, colleges or universities and fleet vehicle records and insurance documents. Tasks normally are accomplished within well-defined procedures with occasional non-routine administrative work involved.

ESSENTIAL DUTIES AND RESPONSIBILITES:

· Regular attendance required, working a set schedule of hours that correlates to the University needs.

· Perform general office duties including answering phones, record keepings and customer service skills.

· Efficiently, effectively and accurately enters purchase requisitions and tracks minor budgetary accounts.

· Develop and maintains project reporting as needed by the Facilities and Finance Departments

· Maintains on going filing system and detailed records.

· Prepares reports and correspondences as directed.

· Responsible for being knowledgeable about Facility’s departments, policies and procedures.

· Professionally represent the Facility’s department in interactions of faculty, staff, students and community.

· Accurately and efficiently codes incoming invoices and track contract cost.

· May coordinate meetings within Facility employees for projects related to required purchases for projects.

· Operate warehouse equipment such as forklift, pallet jack, and hand truck; operate motor vehicles such as trucks and vans.

· Maintains confidentiality.

· Has daily communication with the Director of Facility Services and may perform other duties as assigned.

QUALIFICATIONS. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE. High School diploma or GED required. At least two years’ related experience in office clerical or data processing, purchasing and/or training; or equivalent combination of education and experience.

SKILLS and/or ABILITIES

· Should have strong organizational and communication skills and be able to multi-task and adapt to changing needs.

· Adept at learning and using online web search browsers, software programs to include Microsoft Office, Excel products and purchasing/receiving/requisition, Work order and key inventory system software.

· Effective phone etiquette skills, with demonstrating abilities working with all campus employees, students and community persons.

· Understand and follow oral and written directions.

· Be self-motivated and work independently with minimal direction.

· Lift or assist in lifting boxes/parcels weighing 75 lbs. or more.

· Must establish and maintain effective working relationships within the department.

LANGUAGE SKILLS: Ability to read and interpret documents, procedure manuals, work orders, blueprints, specifications and general correspondence (memos, letters, etc.). Ability to write routine reports develop spreadsheets and e-mail correspondence. Ability to speak effectively with groups of staff, students, administration and visitors.

MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic math.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS: Valid Driver’s License and ability to meet the University’s insurance requirements for driving University vehicles.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to walk and climb stairs; use hands to finger, handle or feel; reach with hands and arms; stand; work on his or her feet for several hours at a time; bend, stoop, and move and/or lift up to 75 lbs. The employee is occasionally required to talk or hear including the use of a telephone. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT. The work environment described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Typically, the employee works indoors, in a warehouse or business office environments with a moderate noise level. Occasionally the employee will be required to work outside the building in inclement weather receiving or materials distribution functions.