Administrative Assistant Location:
Clayton State University Regular/Temporary:
Regular Full/Part Time:
Full-Time Job ID:
Job Summary The Administrative Assistant is an integral part of the Facilities Management Team. Responsibilities include, but are not limited to, answering phones, and being the first point of contact for guests and the campus community. The incumbent will be expected to receive calls from the campus community daily for comfort, safety, and welfare (HVAC, fire alarms, temperature control, electrical emergencies, and other related issues) and direct information to the right department. Responsibilities will also include entering and closing work orders in the School Dude System and notifying the departments of demand calls and emergencies. The position is responsible for tracking utility expenses for campus buildings, coordinating bill payments, and applying for various rebate programs. Assist in developing budget sheets for Plant Operations departments. The position is responsible for serving as a backup for other positions in the department.Responsibilities
Entering and closing work orders in School Dude System, coordinate and process work orders with managers for proper placement of orders, notifying departments for demand calls and emergenciesSet up spreadsheets on budgets for all departments, projects, waste disposal, master keying system, vehicle in-house inspections.Track utility expenses for the campus that will allow measuring the efficiency in all buildings and capitalizing on various utilities (Georgia Power and Clayton County Water) rebate programs. Calculate utilities used on PPV buildings and send monthly billing requests.Maintain office services by organizing office operations and procedures, maintaining filing systems, assigning and monitoring clerical functions.Provide backup support in the department as needed (filing, document reconciliation, etc.) Assist in data management related to Facilities Management.Answering phones, greeting guests and is the first contact person for guests and the campus community. Responsible for receiving the calls from the campus community on daily basis for comfort, safety, and welfare (HVAC, fire alarm, temperature control, electrical, emergencies, and other related issues), and directing information to the right department.Perform other duties as outlined by the Facilities Management DepartmentRequired Qualifications
Strong interpersonal skills; excellent oral and written communication skills. A strong customer service orientation while providing a helpful and friendly approach to serving the campus community.Must be able to work with the departmental personnel in a pleasant, professional, and efficient manner. Proficient in various computer software programs (Microsoft Office Suite).Capable of typing at least 45 wpm.High School Diploma or GED preferred. Preferred more than 1 year of front desk administrative related experience within a commercial environment.Experience and ability to work in a fast-paced commercial environment.Ability to communicate effectively both orally and in writing.