Facilities Service Clerk

NEW MEXICO HIGHLANDS UNIVERSITY•Las Vegas, NM

3d•Onsite

About The Position

This position is responsible for providing intermediate, clerical office support at Facilities Services. The role involves managing work orders, data entry, customer service, scheduling, and administrative tasks. Additionally, it includes responsibilities for fleet management, payroll processing, and coordinating special events and training related to fleet usage. A specific section details duties related to the Wilson Complex, including communication, scheduling, safety hazard identification, and ordering equipment.

Requirements

Four (4) years’ experience directly related to office duties.
Skill in the use of Microsoft Office Products
Excellent problem solving skills
Excellent customer service skills
Excellent listening and communication skills
Able to work through and solve multiple problems that arise simultaneously
Able to maintain a calm demeanor under routine pressure
Ability to function as a team player, have a service oriented and pleasant demeanor and be able and willing to work with a diverse group and diverse public
Ability to be flexible and able to handle an ever changing environment and multiple tasks with accuracy, professionalism, and courtesy
Skill in telephone protocol
Ability to take and relay messages
Ability to type, file and proof read
Ability to follow written and verbal instructions
Ability to maintain confidentiality
Ability to work independently
Ability to work well with others
Ability to communicate effectively both verbally and in writing
Knowledge of basic office protocol
Knowledge of planning and scheduling techniques
Ability to develop and maintain record keeping systems and procedures
Ability to gather data, compile information and prepare reports
Knowledge of federal and state driving regulations

Nice To Haves

Degree in any field is preferred but not required.

Responsibilities

Inputs and verifies with clients/customers that work orders have been satisfactorily completed before closing work orders in the TMA System.
Performs a variety of typing assignments and enters data as necessary.
Prints letters, labels and reports; picks up and distributes mail.
Establishes, maintains, processes and/or updates files, records and/or other documents for the motor pool.
Solves Problems for all issues that arise through the front desk.
Responds to problems that arise through the front desk and assigns work orders to the various trades.
Accepts, creates, closes and assigns work orders.
Schedules appointments, meetings and/or conferences.
Prepares, receives, sorts and distributes documents.
Posts important notices in the clock room.
Keeps a file of all fuel card receipts and verifies contents on the receipts.
Runs weekly TMA reports for supervisors and assists in the development and implementation of the work flow process.
Manages the front desk; trains and assists student employees as needed.
Records and maintains log of staff going off campus on University business who use the fleet.
Answers telephone calls.
Directs requests and concerns to appropriate staff.
Assist the Office Coordinator when needed.
Serves as receptionist for the front office and customer service.
Contacts vendors as required.
Researches purchases and makes purchases for the dept.
Delivers paperwork throughout campus.
Attends training sessions as required.
Scheduling and coordination of fleet management; prepares schedules for bus drivers; maintains driver logs and prepares timesheets.
Trains campus community on fleet procedures.
Processes payroll time sheets as well as sick and annual leave documentation.
Participates in operational planning, scheduling, and routing of University cars, vans and buses, to include securing a CDL driver for necessary trips, coordinating, planning, and obtaining itineraries for trips.
Triage for a multitude of campus wide issues and problems that arise daily and require immediate resolution.
Participates in the planning and billing process for special events requiring bus and van services.
Participates in planning and coordinating regular defensive driving courses for faculty and staff, to include obtaining payment methods and ensuring all documentation needed is received prior to class.
Maintains regular attendance.
Performs other related duties as required.
Performs all communications for the maintenance and use of the building (Wilson Complex).
Schedule all meetings, rooms and solve-scheduling problems for all programs at the Wilson Complex.
Works with the appropriate personnel to identify possible safety hazards throughout the entire Wilson Complex.
Schedules maintenance projects within the physical plant for Wilson Complex.
Orders academic sport and audio/visual equipment for the Exercise and Sport Sciences Department once a quote is provided by the department.
Oversees and supervises student employees for Wilson Complex and all required paperwork.