Under the direction of the Assistant Director Administrative Services & Facilities  (approximately 70% of time), this position performs general administrative functions in the Receiving Department, supply room and mailroom such as organizing and maintaining paper and electronic files, sorting incoming mail for distribution, ordering and stocking supplies in College supply room and providing information to callers/vendors.

In addition, this position supports the Associate Vice President Administrative Services & Facilities (approximately 30% of time), performing general administrative functions related to College capital projects.  

Essential Duties and Responsibilities include the following. Other duties may be assigned. 

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Use computers for various applications including Microsoft Word, Excel, and PowerPoint.
• Create, maintain and enter information into databases.
• Process invoices and requisitions for payment.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as records of registered mail, correspondence, or other material.
• Sort mail according to destination and type such as returned letters, adjustments, bills, orders, and payments.
• Operate office equipment, such as fax machines, copiers, phone and postage meter/envelope sealer and arrange for repairs when equipment malfunctions.  
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Maintain fleet scheduling calendar.
• Complete forms in accordance with company procedures.
• Distribute and collect mail.
• Make copies of correspondence or other printed material.
• Fold letters or circulars and insert in envelopes.

Supervisory Responsibilities 
This job has no supervisory responsibilities. 

Competencies 
To perform the job successfully, an individual should demonstrate the following competencies:

Analytical - Collects and researches data.

Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; uses resources effectively.

Use of Technology - Demonstrates required skills; adapts to new technologies; keeps technical skills up to date.

Problem Solving - Identifies and resolves problems in a timely manner.

Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations.

Managing Customer Focus - Promotes customer focus; establishes customer service standards; monitors customer satisfaction; develops new approaches to meeting customer needs.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates in meetings.

Teamwork - Gives and welcomes feedback; puts success of team above own interests.

Written Communication - Writes clearly and informatively; edits work for spelling and  grammar; varies writing style to meet needs; presents numerical data effectively; able  to read and interpret written information.

Cost Consciousness - Conserves organizational resources.

Diversity - Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; promotes a harassment-free environment.

Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.

Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.

Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

Achievement Focus - Sets and achieves challenging goals.

Personal Appearance - Dresses appropriately for position.

Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.

Planning/Organizing - Uses time efficiently.

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Quantity - Completes work in timely manner; works quickly.

Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.