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Office Assistant 5

Please see Special Instructions for more details.

UAW Posting 3/16/2018 - 3/22/2018 External applications will not be reviewed until after all internal UAW applications.

Posting Details

Position Information

Position Title Office Assistant 5
Department Facilities Management Administration
Location Main Campus (Houghton, MI)
Position Type Staff
Full-time/ Part-time Full-time
Full-Time Equivalent (1.0=100%) 1.0
Appointment Term 12 Month
Pay Type Hourly Rate
Salary or Hourly Rate Contractual. External candidates will receive the minimum amount.
Shift 1st
Position Duration Dependent on External Funding? No
Title of Position Supervisor Department Coordinator
Position Summary Information

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.

Job Description Summary

Provide administrative support for Facilities Management. Perform a wide range of administrative support related tasks that contribute to the overall smooth operations of an office of diverse people and programs while remaining, flexible, proactive, resourceful, and professional. Positively represent the University and the department by providing outstanding customer services when responding to the needs of campus clients and external contacts.

Essential Duties & Responsibilities (other duties may be assigned)

1. Assign all safety trainings through PureSafety to Facilities Management employees and student workers.
2. Track and report completion of safety training for Facilities Dashboard.
3. Generate monthly training completion reports for area managers and the Executive Director.
4. Assign and Record Van Certification Training through PureSafety.
5. Attend bid openings and maintain bid tabs.
6. Process cash/check deposits.
7. Post and distribute bid packages to outside vendors for various university projects.
8. Maintain GoogleGroups for bid notifications.
9. Assist with petty cash.
10. Record safety boot allowances.
11. Handling of all Facilities Management newspaper advertisements, both local and nationally.
12. Answering of phones.
13. Ordering of office supplies and upkeep of office equipment.
14. Assist with department event coordination.
15. Updating of the vacation time calendars.
16. Website maintenance and updates.
17. Answering of telephones, including Facilities Emergency Line.
18. Greeting customers at the door.
19. Cross train to back up Office Assistant 6.
20. Follow all written and oral safety instructions.
21. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
22. Other duties may be assigned.

Required Education (minimum requirements)

• High School diploma or equivalent

Required Experience (minimum requirements)

• 3 years office/clerical experience
• 3 years experience using personal computers and basic software packages, including word processing, spreadsheet software and Google suites.
• 3 years proven high quality customer service experience

Desirable Education and/or Experience
Required Knowledge, Skills, and/or Abilities (minimum requirements)

• Excellent communication, customer service, and organizational skills.
• Demonstrated understanding of safe operating and maintenance procedures.
• Demonstrated ability to independently organize and prioritize customer service and organizational work assignments.
• Demonstrated ability to compose routine reports and correspondence.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of people.
• Demonstrated team-building and networking skills.

Desirable Knowledge, Skills, and/or Abilities

• Excellent interpersonal, customer service and written/oral communication skills.
• Demonstrated ability to learn and follow instruction.
• Demonstrated ability to independently organize and prioritize multiple work assignments.
• Demonstrated ability to work with frequent interruptions.
• Demonstrated knowledge of proper grammar, spelling and multiple interruptions.
• Demonstrated ability to be flexible and detail oriented in a changing environment.
• Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of an office.
• Demonstrated ability to utilize advanced features of spreadsheet software and work processing software.
• Evidence of commitment to enhancement of diversity.

Language, Mathematical, and/or Reasoning Skills
Work Environment and/or Physical Demands

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to wet, humid conditions; fumes or airborne particles; toxic or caustic chemicals; extreme cold (non-weather); and extreme heat (non-weather) and may be exposed to the risk of radiation.

The noise level in the work environment is usually moderate.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is occasionally required to sit, climb or balance; and taste or smell.

The employee is frequently required to stoop, kneel, crouch or crawl.

The employee is regularly required to stand; walk; talk or hear, use hands to finger, handle, or feel an object; and reach with hands and arms.

The employee must regularly lift and/or move up to 25 pounds, occasionally lifting and/or moving up to 100 pounds.

Specific vision abilities required by this job include close, distance, color, and peripheral vision; depth perception and the ability to adjust focus.

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 3 required trainings; additional training may be required by the department.

Required University Training:
• Employee Safety Overview
• Anti-Harassment, Discrimination, Retaliation Training
• Annual Data Security Training

Background Check:
Offers of employment are contingent upon and not considered finalized until the required background check has been performed and the results received and assessed.

Posting Detail Information

Posting Number 18129
Posting Type Internal & External Posting
Internal Posting Date 03/16/2018
External Posting Date 03/16/2018
Open Until Filled Yes
Special Instructions to Applicants (if applicable)

UAW Posting 3/16/2018 – 3/22/2018

External applications will not be reviewed until after all internal UAW applications.

Additional Information

http://www.mtu.edu/facilities/

References

Settings

Accept References No
Cutoff Date
Reminder Days
Minimum Requests
Maximum Requests
Applicant Special Instructions
Provider Special Instructions
Confirmation Message To Provider

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have three years office/clerical experience?
    • Yes
    • No
  2. * Do you have three (3) years of experience using personal computers and basic software packages?
    • Yes
    • No
  3. * Do you have three years (or more) of proven high quality customer service experience?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents