10018581 Administrative Assistant

Staff Application - please complete and email with supporting documents
School/Department: Facilities Administration
Primary Location: Cochran
Position: Staff
Job Type: Full Time
Position Close Date: Until Filled
Description:

JOB SUMMARY: This position is responsible for providing receptionist and clerical support for department operations.

MAJOR DUTIES:

  • Answers telephone and greets visitors; provides information and assistance; takes messages; refers to appropriate personnel.
  • Manages voice mail.
  • Maintains conference room and golf cart reservations.
  • Maintains training records for annual reporting.
  • Updates key spreadsheet
  • Performs related duties as assigned.
  • Issues work orders, and assigns to appropriate Facility staff member.
  • Reviews work orders and void any duplicate work orders.
  • Follows up with Facilities employees to ensure work orders are updated, completed, and closed out appropriately and in a timely manner. Produces work order reports as requested.
  • Coordinates driver/vehicle registration as needed; processes vehicle charge sheets.
  • Orders supplies/materials; researches maintenance supply costs and orders as directed; orders fuel.
  • Maintains vendor files.
  • Receives and processes space utilization forms.
  • Coordinates Facilities response with staff.

KNOWLEDGE REQUIRED BY THE POSITION:

  • Knowledge of modern office practices and procedures.
  • Knowledge of college and departmental policies and procedures.
  • Knowledge of computers and job-related software programs.
  • Skill in prioritizing and organizing work.
  • Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
  • Skill in oral and written communication.

SUPERVISORY CONTROLS: The Director of Facilities Operations assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with instructions and established procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES: Guidelines include department and university policies and procedures.  These guidelines require judgment, selection, and interpretation in application.

COMPLEXITY/SCOPE OF WORK:

  • The work consists of related receptionist and clerical duties. Frequent interruptions contribute to the complexity of the position.
  • The purpose of this position is to provide receptionist and clerical support for department operations. Successful performance helps ensure the efficiency of department operations.
  • All employees must pass a background check, motor vehicle report, and may be required to submit for a credit check for issuance of a purchasing card.  MGA is a drug-, alcohol-, and tobacco-free campus.

CONTACTS:                                                            

  • Contacts are typically with co-workers, other college employees, vendors, contractors, and members of the general public.
  • Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT:

  • The work is typically performed while sitting at a desk or table or while intermittently sitting, standing or stooping. The employee occasionally lifts light objects.
  • The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None.

QUALIFICATIONS:

  • Ability to read, write and perform basic mathematical calculations.
  • No experience requirements.
  • Possession of valid driver’s license.

COMPENSATION CLASSIFICATION:

  • This position is non-exempt (bi-weekly paid).
  • Salary grade 12.

TO APPLY: Application materials should be emailed as a Microsoft Word or Adobe.pdf attachment to: recruitment@mga.edu with the subject line “10018581 Administrative Assistant – Facilities 11.4.2020”. Application materials are to include a resume, an MGA Staff application; a letter of interest which includes salary requirements; and three professional references. Paper application materials will not be accepted.

Background checks will be conducted on all final candidates.

Staff Application - please complete and email with supporting documents

A Unit of the University System of Georgia

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