Office Coordinator - Facilities Services
Job Title: Office Coordinator - Facilities Services
Classification: C3
Department: Facilities Services
Updated: January 2019
Job Summary
Provides clerical support for Facilities Services.
Responsibilities
Essential Functions:
- Responsible for all clerical tasks associated with the smooth operation of motor pool, including but not limited to: coordinating and confirming vehicle reservations; arranging for short-term vehicle rentals from off-campus agencies, processing and tracking reservation paperwork; maintaining registration and license records; initiation and processing of insurance claims.
- Compiles data for standard and requested reports into logical format using available computer software.
- Maintains complex record keeping systems, both manual and computerized, such as departmental personnel/payroll records for hourly employees, student employment records, University key program, University postage records, etc. which may require substantial verifying and updating of data, monitoring, locating and correcting errors, and initiating routine/cyclical paperwork internally and to other departments.
- Performs routinely mathematical computations such as adding, subtracting, multiplying, dividing figures. Microcomputer software may be used to perform computations.
- Provides secretarial support for Facilities Services such as typing, filing, copying, scheduling meetings, travel arrangements, receptionist duties, etc.
- Supervise student employees.
- Other related duties as assigned.
Non-Essential Functions:
- Distributes incoming mail.
- Dispatches MGS employees via two-way radio in response to requests for services.
Required Qualifications:
- High school graduate or equivalent.
- Minimum of three years of relevant work experience.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive intercultural and interpersonal relationships.
- Demonstrated experience to successfully operate office equipment.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Typing and spelling competency.
- Demonstrated experience to successfully to use various computer software applications.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.
- Excellent grammar and proofreading skills.
Preferred Qualifications:
- Some college course work.
- Supervisory experience.
- Experience in facilities services
Supervision Received:
Receives general instruction from a designated supervisor but is generally expected to work independently.
Supervision Exercised:
Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other PSS staff members within the department/unit/division.
Physical Demands:
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.