DEFINITION

Performs a variety of general administrative assistance work in support of Capital Projects, maintenance and environmental departments (Facilities). Manages invoice, contract and document workflow for the department.  Maintains technical records for the department.  Manages departmental regulatory and reporting documentation needs independently. Provides general information and assistance to the public regarding college policies and procedures.  Assists with and coordinates supply chain and uniform programs. Minor purchasing as required.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from Director of Capital Projects and some senior staff.

Exercises no supervision.

DUTIES & RESPONSIBILITIES (ESSENTIAL FUNCTIONS):

Essential Functions:

Type or word process a variety of regular and confidential documents including general correspondence, agendas, reports, tests, forms, certificates, contracts, and memos from rough draft, Dictaphone recordings or verbal instruction; prepare copies of documents; distribute information.

Verify and review forms for completeness and conformance with established regulations and procedures; update and maintain files; collect and process appropriate information; ensure that regulatory or accrediting agencies receive appropriate forms and reports.

Act as a receptionist; answer phone; convey telephone messages; respond to requests and inquiries from students, faculty and staff; provide routine information and give directions; schedule appointments, and deliver quality customer service.

Participate in payroll activities including the collection and distribution of time cards and telephone logs.

Participate in the mail process; receive, sort and distribute incoming and outgoing correspondence.

May participate in preparing requisitions, work order, letter agreements, and preparing documents/contracts for signatures. 

Participate in the maintenance of regular or confidential departmental files, records and other data; gather and compile the required information as necessary; sort and file documents and records according to standard policies and procedures; input various information into computer; download, print, sort and file materials as appropriate.

Other Important Functions:

Assists with Facilities purchasing and supply chain.

Holds a purchasing card and makes appropriate purchases.

Administers Facilities’ internal uniform and laundry program.

Supports Facilities vendor invoice workflow.

Supports Maintenance and Custodial supervisors and managers when needed.

Administers departmental timekeeping, trains managers on timekeeping systems, programs and issues swipe cards, and maintains administrator level access to manage exceptions and error handling in these systems.

Screens vendor invoicing for contract compliance, accuracy in relation to previous month's billing, ensuring prerequisite paperwork, reporting, Lien waivers, and insurance et al. are current prior to forwarding to PM staff. 

Assists in cataloging Capital Projects’ existing signage photos, spec's colors and fonts for use by the currently-developing campus signage working group.  

Ably assists PM staff on pre-qualifications of potential contractors and designers.

Maintains familiarity with NC State construction office requirements for project close out, document prep and administration of warranties

Assists faculty, Secretarial staff and students with various support tasks including accessing computerized information.

Prepare travel requests and reimbursement forms; complete necessary registrations; confirm reservations.

Record and distribute the minutes of regular staff or committee meetings as assigned.

May participate in the department or other assigned budget planning process; compile information and data; check and tabulate statistical data; prepare requisitions; monitor expenditures for assigned areas, coordinate purchasing activities as assigned.

May participate on various college committees and other institutional activities.

Maintain department calendar and department bulletin boards.

Perform related duties and responsibilities as required.