Help Desk Coordinator - Account Specialist

Job description

Job Title: Help Desk Coordinator - Account Specialist
Location: Facilities Services
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 5678
Staff Posting Details Appointment: Regular, full-time (1.0) FTE

Position Summary: The Help Desk Coordinator-Accounting Specialist receives work order requests from the campus community, enters required data into the database, produces and distributes work orders to appropriate managers. Answers questions from the campus community regarding Facilities’ services and serves as a liaison between the campus community and Facilities Services shops. Places orders for the department. Supports the Facilities Management staff with various accounting, administrative and clerical tasks. Manages the Facilities Condition Audit software and serves as back up for the Space Planning software. Uses independent judgment to prioritize work load. Maintains filing system of call logs and prepares reports through the SchoolDude computer system. Serves as radio dispatch for the department. Provides backup coverage for co-workers.

Essential Job Functions and Responsibilities:

• Receive work order requests and inquiries from the campus community via website, telephone, email, campus mail or in person.
• Review, analyze, prioritize work order requests and issue to appropriate shop manager.
• Respond to emergency work order requests as needed.
• Prepare, review and issue work order reports as requested.
• Serve as primary administrator to update and maintain SchoolDude software system. Coordinate updates and training.
• Create and process requisitions for Facilities Services. Place orders with vendors. Verifies completion of purchase order and correlates receiving paperwork.
• Serve as primary radio dispatch for department.
• Place orders using P-Card and track, per requests from managers.
• Responsible for input utility bills, process monthly recharges and reconciliation, and maintains complex utility spreadsheets.
• Serve as liaison between Facilities and rental house residents.
• Coordinate with external vendors; when they need escorts, information etc.
• Maintain campus 2-way radio inventory and schedule repairs.
• Contact the elevator company when needed and log calls.
• Provide backup coverage for Manager of Administration.
• Responsible for department P-Card processing.
• Responsible for department timesheet entry.
• Maintains the Facilities Web pages.
• Manage and maintain Facilities Condition Audit software.
• Serve as backup for Space Planning software.
• Serve as backup for 25Live software.
• Manage scheduling and provides meeting support, as necessary.
• Other duties as assigned.

Minimum Qualifications:

• 2 years’ office experience or an equivalent combination of education and experience.
• Excellent customer service skills.
• Ability to communicate professionally, calmly and pleasantly.
• Establish & maintain excellent working relationships.
• Excellent telephone skills.
• Ability to dispatch clearly by radio.
• Excellent prioritizing and organizational skills.
• Ability to work independently or as a team.
• Perform duties with minimal supervision.
• Ability to multitask and manage interruptions.
• Works as a team member in providing services and support to all areas.
• Provide backup coverage for co-workers during staff shortages.
• Maintain confidentiality.
• Skilled on personal computer. Intermediate knowledge of Microsoft Word and Excel. School Dude experience is a plus.
• Ability to learn other software as required.
• Willing to take additional training to enhance and/or learn new skills.
• Accurate record keeping.
• Knowledge of office equipment such as: copier, printer, calculator, fax, 2-way radio
• Ability to teach and oversee student staff.
• Knowledge of general maintenance procedures.
• Knowledge of departmental and University policies and procedures.
• Ability to respectfully work, communicate and provide leadership within a diverse campus community.

Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

Puget Sound offers a generous benefits package. For more information, visit: http://www.pugetsound.edu/about/offices-services/human-resources/overview-of-university-benefit/.

Application Deadline: Review of applications will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents:

ResumeLetter of Interest

Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of a background inquiry and if applicable for the position, drug screen, physical test and functional assessment.

Diversity Statement:

We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: http://www.pugetsound.edu/about/diversity-at-puget-sound/

The University of Puget Sound is an equal opportunity employer.

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