Facilities Management Office Assistant - Student

Classification Title Student Employment Program (FWSP/STEP) Working Title Facilities Management Office Assistant - Student Datatel Position ID PHPA8FEDWORK0A / PHPA9STEPROG0A Annual Hours As needed or assigned not to exceed 25 hours per week. Placement Range $10.00 Position Type Student Employee Job Category Student General Description

The Facilities Management Office Assistant-Student provides support to the Facilities Management office staff by carrying out a variety of administrative and clerical functions to support office operations. The position works with the Facilities Management Administrative Coordinator to ensure that the Facilities Management Administration office is staffed to answer phone calls and greet customers Monday-Friday during normal operating hours.

Reports To Facilities Management Administrative Coordinator What position(s) reports to this position?

None

Minimum Education/Experience

Current OCCC student enrolled in a minimum of 6 hours for the Fall or Spring semester or enrolled in a minimum of 3 hours for the Summer semester.

OR

Current OCCC student with a Federal Work Study award.

Required Knowledge, Skills & Abilities

Ability to read and follow oral and written instructions

Accurate typing and word processing skills

Positive human relations skills

Positive communication skills

Basic math skills

Must be punctual and reliable

Physical Demands/Working Conditions

1. GENERAL PHYSICAL REQUIREMENTS:

Sedentary work: The person in this position may occasionally exert up to 10 pounds of force to grasp, lift, carry, push, pull or otherwise move objects.

2. PHYSICAL ACTIVITIES:

This position requires the person to frequently communicate with and listen to administration, faculty, staff, students, vendors, and others to perform the essential functions of the position. Must be able to exchange accurate information in various situations.

This position frequently requires the person to operate a computer and other office equipment to perform the essential functions of the position.

This position requires the person to frequently operate equipment that involves repetitive motions of fingers, hands, and wrists.

3. VISUAL ACUITY:

This position requires the person to judge, observe and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.

4. WORKING CONDITIONS

This position performs the essential functions in an indoor, office setting.

Preferred Qualifications

Basic knowledge of Windows computer operating systems and Microsoft Office Suite.

Previous experience working in an office environment.

Required Training Work Hours

As arranged around class schedule, Monday through Friday, 8:00 a.m. to 5:00 p.m.

Not to exceed 25 hours per week.

Department Facilities Management Job Open Date Job Close Date Open Until Filled No HR Contact Special Instructions to Applicants Posting Number Student, Work Study, Temporary_0402729

Job Duties

Job Duties (Position Specific)

(The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

Job Duties (Duties Assignment Statement)

Provides front office coverage in the absence of the Facilities Management Administrative Coordinator ensuring to provide excellent customer service

Receive and routes phone calls to appropriate individuals

Take detailed messages for missed phone calls and route to the appropriate individuals

Greet walk-in customers and direct them to appropriate individuals or departments on campus

Dispatch maintenance, custodial or other Facilities Management staff to address issues on campus

Enter and track Facilities Management work orders utilizing KACE work order software

Enter data into Microsoft Excel Spreadsheets, Access Databases, and Word Documents

Assist the Facilities Management Administrative Coordinator with collection and recording of the College's monthly utility expenses

Assist the Facilities Management Administrative Coordinator with preparing invoices for approval and routing to accounts payable for payment

Assist the Facilities Management Administrative Coordinator with creating identification badges for Facilities Management Student Employees

Assist the Facilities Management Administrative Coordinator with completing a monthly inventory of office supplies and identifying items to be ordered

Assist the Facilities Management Administrative Coordinator and other department members on special projects.

Other duties as needed

MARGINAL FUNCTIONS

Work in a professional manner

Maintain the accurate and efficient filing of all Facilities Management documents.

Receives, sorts, disseminates, and files all incoming and outgoing Facilities Management mail.

Job Duties (Safety / Policy & Procedures)

Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures.

Contribute to a safe educational & working environment.

Adhere to established safety and health procedures and practices for the purpose of providing injury and illness prevention for self and others.

Complete quarterly health and safety training pursuant to OCCC's established safety and health procedures and practices.

Participate in all applicable OCCC emergency, evacuation and shelter in place drills and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.