Associate- Facilities Services

Illinois Central College • East Peoria, IL

6d • $20 - $23

About The Position

Summary: The Facilities Services Associate is primarily responsible for performing all departmental purchasing, designated administrative support duties, projects, preparing/maintaining records, and reports for multiple Directors/Managers in multi-unit department . Compensation for the Associate - Facilities is $19.73-$22.69 an hour.

Requirements

• High school degree or equivalent.
• 3 years of direct experience in purchasing or related experience working in office environment.
• Valid driver’s license with an acceptable driving record.
• Proficient in Microsoft Office Suite.
• Strong data entry and typing skills with the ability to type 45 wpm.
• Strong analytical and problem-solving skills.
• Strong multi-tasking skills and decision-making skills.
• Strong verbal and written communication skills.
• Strong interpersonal skills, including the ability to establish and maintain cooperative and professional working relationships with others.

Nice To Haves

• Associate’s or higher.
• Efficient in multiple software applications including Workday.
• Experience working in higher education.

Responsibilities

• Purchasing materials & supplies for several departments and/or functions within the Facilities Services Department.
• Purchasing for services, materials, and supplies for college wide Life Safety, Building Remodeling, CDB and EDA projects.
• Utility bill payments, invoices, expense recording and runs monthly/quarterly/semi-annual/annual reports.
• Processing order requests, requesting quotes for pricing, ordering /tracking all orders, purchase orders in Workday or PeopleSoft, invoices processing for payment, reimbursements and fuel chargebacks.
• Budget expense tracking, filing and reports.
• Reconciling 5 credit cards.
• Generate reports for employee sick time/absence tracking.
• Maintain space utilization for all campuses.
• Employee personnel folders.
• Uniform orders for all employees within the department.
• New hire/previous staff processing/checklists, NeoGov, interview scheduling, documentation, HR authorization forms.
• Employee procedure manuals.
• Maintain computer and manual filing systems.
• Photocopy and print out documents on behalf of other colleagues.
• Manage computer and manual filing systems.
• Maintain college wide and departmental key tracking systems.
• Support departmental budget records of travel, supply and capital orders, general stores requisitions, and invoices, reimbursements, and/or petty cash expenditures.
• Process work orders, establish new members, and productivity reports for Maintenance Connection.
• Type and/or utilize word processing software to prepare and proofread letters, correspondence, minutes of department meetings, memos, reports, evaluations, employment recommendations, etc.; originate routine correspondence for signatures as assigned.
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Schedule and arrange appointments or meetings for department members.
• Gather and maintain confidential department records, files, information, etc.
• Create and sustain employee productivity, office, and new forms.
• Answer multi- line phone system, channel inquiries to appropriate personnel and take accurate messages.
• Develop and maintain databases for departmental information and records.
• Approve, assign, and schedule events for department in Coursedog.
• Perform related duties as assigned.

Benefits

• Illinois Central College offers a comprehensive benefit package for full-time employees, including: paid time off; 11 paid holidays; 2 floating holidays medical, dental, vision, life and long-term disability insurance; tuition waivers for employee, spouse and dependent children; on-site childcare center; 403(b) retirement plans; and State University Retirement System pension plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED