Administrative Assistant 3, Facilities Department

Highline College•Highline College 2400 S 240th St Des Moines, WA

6d•Onsite

About The Position

Under general supervision, the Administrative Assistant 3 performs a variety of complex administrative duties and assignments in support of the administration and staff of the college’s Facilities Department. These include: independently plan, organize and prioritize work; office record keeping and filing systems; establish office procedures, standards and priorities; and coordinate office operations. This position is expected to be proactive and initiate the necessary action to ensure the department’s goals are met. This position will have frequent contact with contractors, vendors, staff members, students and faculty and must demonstrate excellent customer service to all clients. This position is a classified, full-time position, which is eligible for overtime. The work schedule is Monday – Friday, 8:00 AM – 4:30 PM with the expectation of a 40-hour work week. There is some flexibility in scheduling for summer hours. Salary Information : The above salary range reflects the starting step of Range 44 (Step C) for this classified position and includes a 5% King County compensation provision. As a new employed classified employee, based on annual increments, it will take 5 years to reach Step L on the salary schedule, 11 years to reach step M. This does not reflect any contractual changes, legislative mandated salary increases or Cost of Living Increases (COLA's) that may be approved in the future.

Requirements

High school graduation or equivalent
Three years of progressively responsible experience in office/clerical, bookkeeping, accounting, or general administrative work.
Formal education will substitute year-for-year for experience.
Communicate effectively, both written and verbally
Maintain confidentiality
Coordinate and prioritize duties to meet deadlines
Work in an environment with individuals of various cultures and backgrounds
Maintain high ethical standards
Operate office equipment
Interpret and apply policies, laws and procedures from the college and state
Respond to customer needs in a timely and efficient manner
Adapt to changing operational needs of the department and perform other duties as assigned
Learn and utilize the CTC Link program for daily department and college operations
Use Microsoft Office Suite including but not limited to Word, Excel, and Outlook.

Nice To Haves

Experience in facilities and construction management
Experience with CTC Link program

Responsibilities

Coordinate Daily, Monthly, and Annual Operations of the Facilities Department which includes Administration Office, Maintenance, Grounds, Custodial, and Central Services.
Perform complex scheduling including independently prioritizing needs of clients and facilities resources.
Administer the Direction/dispatching the work of others.
Create monthly expense invoices for third party entities on campus as necessary.
Serves as the departments subject matter expert in CTC Link program.
Work with maintenance and public safety department for key cutting requests and key cut record keeping.
Solely operates the functions and activities of the facility’s front office with little to no direct supervision.
Decides best initial course of action for the facilities department when receiving work and prioritize urgent or life safety needs/responses.
Provide reports and track key metrics for the department as necessary.
Assists in devising unit standards/procedures to ensure adherence to policies regarding tasks such as budgeting, purchasing, and contract administration.
Provides assistance to Capital Project Manager in development and execution of campus projects.
Represents management and serves as the primary contact in scheduling meetings, facility allocations.
Develops employee training programs/courses, visual aids, or other materials, schedules and coordinates presentations and/or training.
Coordinates with other departmental staff members on administrative practices and procedures.
Serves as liaison between Front office operations and other staff; members, relaying assignments and requesting status information.
Provides secretarial support to supervisor; coordinates office operations, keeps supervisor’s calendar; makes travel arrangements; transcribes minutes, screens calls and visitors.
Provide excellent customer service to vendors, contractors, staff, faculty, students and all guests of the college.
Answers telephone and e-mails and responds appropriately and timely.
Maintain general supplies and distribute the mail within the department.
Files and archives documents for purchases, contracts and services.
Prepare drafts of potential signage to coordinate with sign vendors and keep the signage binder up to date with current products used.
Establishes procedures and interprets and applies administrative policies to the work of the Facilities Department.
Prepares purchase orders and requisitions, reconciles and processes payments for goods and services for the department.
Maintains and updates online work order requests, forwards work orders and requests to appropriate supervisors/managers.
Renews annual blanket purchase orders with vendors and updates contact list.
Tracks the annual dollars of contracts/services used by individual vendors.
Monitors budget status and expenditures including campus utilities.
Prepares reports, budget, contract, or grant proposals for the Director of Facilities.