Staff Assistant, Facilities Operations

Worcester State University•Worcester, MA

7h•Onsite

About The Position

The Staff Assistant provides comprehensive administrative and fiscal support to Worcester State University's Facilities Department. The role manages day-to-day budgeting, purchasing, and project accounting activities, including capital and deferred maintenance projects, and serves as a primary customer service representative for the department. The position responds to inquiries, coordinates with vendors, and collaborates with departments across the University. It requires strong organizational, accounting, financial, and communication skills and the ability to manage multiple priorities independently. The Staff Assistant reports to the Executive Director for Facilities Operations and Capital Planning and may supervise student employees and volunteers. The position is full-time, benefited, exempt, and part of the APA professional staff. It supports departmental financial operations, project records, vendor and contract coordination, reporting, and general department administration, including emergency support as needed.

Requirements

At least three years of full-time (or equivalent part-time) experience in office management, office administration, business administration, or business management, including purchasing, budgeting, accounting, records management, or contract administration; or an equivalent combination of education and experience.
Proficiency with spreadsheet, word processing, and presentation software, such as Microsoft Excel, Word, PowerPoint, or Google Workspace.
Demonstrated knowledge of accounting principles, including University and State accounting practices.
Knowledge of State procurement policies.
Excellent oral and written communication and customer service skills.
Experience working with diverse populations and the ability to maintain effective working relationships.
Strong organizational skills and the ability to manage multiple priorities independently.
Ability to perform essential functions with or without reasonable accommodation.
Ability to successfully pass a background and CORI check.

Nice To Haves

Associate's degree in Accounting or Business Administration.
Experience supporting or managing facilities or operational budgets.
Experience with Project Accounting systems and work order management software, such as School Dude.
Knowledge of institutional facilities trades and materials, such as HVAC, electrical, plumbing, and carpentry.
Experience working in a collective bargaining environment.

Responsibilities

Create and manage blanket orders and purchase orders for Facilities budget centers, including State-supported capital and deferred maintenance projects.
Process department invoices, ensuring correct budget centers, object codes, and documentation for timely and accurate payment.
Track purchase orders, blanket orders, expenses, and draw-down values for capital and deferred maintenance projects.
Process payment applications for University bid projects.
Prepare monthly budget-to-actual reports, identify funding deficiencies, and recommend and process budget transfers.
Assist budget managers with fiscal year-end close in accordance with the University fiscal calendar.
Prepare ad hoc financial and budget reports for department leadership and staff.
Provide financial metrics related to campus facilities utility, maintenance, and usage costs.
Create, maintain, and reconcile capital and deferred maintenance project records and keep project accounting system information current and accurate.
Reconcile project accounts annually with the Senior Financial Accountant - Projects Accounting in Fiscal Affairs and provide supporting documentation.
Maintain historical purchase order and invoice records.
Maintain a database of warranties, O&M manuals, specifications, plans, and related electronic files.
Organize project records in the Facilities plan room and coordinate back-scanning and plan conversion to CADD as needed.
Coordinate with vendors to obtain required documentation and ensure compliance with University and State procurement laws.
Maintain Facilities vendor contract databases, review invoices for compliance with service frequency and costs, and resolve vendor discrepancies.
Maintain working relationships with Accounts Payable/Accounts Receivable to facilitate payments and resolve accounting discrepancies.
Maintain relationships with local, state, and federal agencies to exchange information and coordinate activities or site visits.
Provide monthly reports to trades and grounds staff on blanket orders, purchase orders, and available funding.
Create and maintain spreadsheets to track costs and financial data as requested by University leadership.
Prepare departmental travel authorization requests and expense reimbursements.
Schedule meetings and maintain department emergency contact lists and organizational charts.
Coordinate department uniform purchases, including sizing, vendor communication, and distribution in accordance with collective bargaining agreements.
Serve as backup to the Clerk IV by triaging service calls and creating work orders.
Report to campus during facilities emergencies to provide administrative support as needed.
Demonstrate professionalism, civility, and a customer-service-oriented approach.
Contribute to the University Strategic Plan and Equal Opportunity/Affirmative Action objectives.
Perform other duties as assigned.