Physical Plant Operations - Administrative Assistant - Physical Plant

Cedarville University•Cedarville, OH

2d•Onsite

About The Position

Cedarville University invites applicants for the position of Administrative Assistant, Physical Plant. This is a part-time, non-exempt, on-site staff position in the Physical Plant within the Business Division. This position reports to the Director of the Physical Plant. Normal hours are approximately 10 a.m. to 2 p.m., Monday through Friday, with flexibility to shift the schedule earlier or later in the day as needed. The Administrative Assistant oversees and manages front office procedures, including work orders and the Petro Vend system. This position provides administrative support for Physical Plant leadership by conducting research, preparing reports, submitting department charges, handling information requests, and performing clerical functions. The position also manages rental properties owned by the University.

Requirements

Ability to communicate with people in a friendly, efficient, and knowledgeable manner.
Up to 18 months of education or training beyond high school.
Organized with attention to prompt, timely, professional service.
Required to have advanced computer skills in Microsoft Word and Excel.
Ability to maintain confidentiality.
Ability to deal with multiple tasks simultaneously.
Work requires routine application of several established procedures and practices where basic analytic ability is required.
Light physical effort; occasional stooping or bending; incumbent is seated most of the time, however, occasional lifting, carrying, or otherwise moving of lightweight objects (up to 25 pounds) is required.
Subject to inside environmental conditions, also to moderate temperature changes.
Work deals largely with preparing and analyzing data and computer terminal use.
Filing, keyboarding, copying, hearing, listening, and speaking skills are required.
The ability to manipulate by hand keyboards, switches, and buttons is required.

Nice To Haves

Knowledge of campus programs and personnel would be a plus.

Responsibilities

Oversees and manages front office procedures, including work orders and the Petro Vend system.
Provides administrative support for Physical Plant leadership by conducting research, preparing reports, submitting department charges, handling information requests, and performing clerical functions.
Manages rental properties owned by the University.
Prepare correspondence, spreadsheets, and presentations.
Prepare monthly financial reports.
Maintain Service Center personnel file records to include job descriptions, payroll authorizations, training, certifications, resume, special letters, etc.
Prepare reimbursement analysis at the end of every pay period.
Prepare and submit all Service Center interdepartmental charge forms (ICFs) for fund transfers.
Prepare all journal entries for the Business Office for hourly payroll and custodial inventory.
Prepare and send departmental invoices for revenue/expense created through ICFs and journal entries.
Prepare POs for projects, food services equipment, furniture, etc.
Maintain and disperse petty cash for authorized Service Center personnel.
Maintain and dispense credit cards.
Maintain the database for University Vehicles, including vehicle codes, driver codes, BMV (registration renewal and replacement), and Title Office (new and replacement).
Maintain the University fuel system (Petro Vend System), including updating accounts, users, and vehicles.
Charge departments for fuel used biweekly.
Act as landlord for housing properties rented by the University, including maintaining a waiting list, conducting interviews, processing applications, interfacing with renters, reporting occupancy and vacancy to the Cashier's Office, and interfacing with tenants for work in units.