Administrative Assistant 4-Facilities

Job Details

Our Opportunity


*This Position is Open Until Filled.*
South Puget Sound Community College (SPSCC) seeks highly motivated and qualified individuals for the position of Administrative Assistant 4 in the Facilities department.

The Administrative Assistant 4 is responsible for a variety of higher level administrative duties for the Facilities Department. The position coordinates and oversees departmental purchasing as well as furniture, signage and other facilities related acquisitions for the college. The position compiles data, conducts research, coordinates and communicates with Facilities staff and the college and oversees special projects.

*South Puget Sound Community College will be a “fully vaccinated campus” under the state’s higher education guidance. Proof of fully vaccinated status must be verified before your first day of work. Exemptions can be requested for medical reasons or sincerely-held religious beliefs. More information can be found here: https://spscc.edu/covid-19/guidance-employees.*


South Puget Sound Community College is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its professional staff. A firm understanding of anti racist policy development coupled with the skills to eliminate barriers that harm underrepresented people is a college requirement. The students that we serve come from a variety of backgrounds. On average, 43% of SPSCC students are people of color. We strongly encourage members of the underrepresented groups, veterans, and bi- or multi-lingual individuals to apply for this position to help meet the needs of our diverse students and service district.

And if that isn't enough? We also offer:

A healthy work/life balance for our employees with the opportunity for flexible work schedules and remote work depending on position and college needsCampus bookstore offering snacks, apparel, and specialty suppliesFREE Bus service every 15 minutes to downtown Olympia and beyondFREE parking on our campuses – permits are not requiredOn-campus child carePercival Creek, which runs beneath our campus footbridge, provides year-round beauty and views of Chinook, Coho, and chum salmon pass through each fallMany walking paths that are marked and on nicely paved sidewalksGym and recreation facilitiesSPSCC promotes wellness with a variety of different workshops and events on campusLots of activities with our Artist & Lecture series, which are FREE for staff and facultyMany community events in the Kenneth J. Minnaert Center for the ArtsEmployee Resource Groups (ERGs) that offer an opportunity for SPSCC employees to gather and connect around issues that define them personally, and which affect their work at the College and their professional development. Current Employee Resource Groups include:Staff and Faculty of Color (SFOC) ERG - an employee network which strives to create an intentional and relational foundation for community and trust building across different groups through shared values.
What You'll Do

Coordinates department purchasing; reconciles accounts, monitors budgets. Oversees furniture, signage and other facilities related purchases for the college. Oversees special projects on behalf of the Director:

  • Handles all departmental purchasing, including research, expenditure tracking and evaluation as needed.

  • Reconciles and maintains multiple purchase cards & fuel system cards for the department.

  • Supports the director with budget management and planning. Participates in establishing short and long term fiscal goals for the department.

  • Coordinates with the furniture vendor and college community, evaluating and executing all college furniture purchases, coordinating delivery, installation and warranty work.

  • Oversees and coordinates signage and other facilities related purchases for the campus.

  • Ensures all purchases align with college purchasing guidelines, master plans, and furnishing & signage standards.

  • Oversees special projects; prepares cost analysis; resolves issues; represents the director in meetings/planning sessions.

Communication and Coordination Activities for the Facilities Department:

  • Receives requests for emergency and routine assistance to be dispatched to maintenance, grounds and custodial. These are received via phone, email, radio and in person.

  • Responds to requests; assists in prioritizing requests, dispatches staff to respond. Provides back up to the Assistant Director and Custodial Supervisor in dispatching staff.

  • Works in the Direct line work order system; reviewing requests, troubleshooting issues; tracks activity; maintains work order records, updates building and room records.

  • Monitors customer support and satisfaction regarding work orders; compiles dashboard data and updates monthly; meets with Facilities leadership to ensure efficient and effective operations.

Assists in establishing policies, procedures; performs work flow evaluations:

  • Assists with procedure development

  • Evaluates work processes; provides feedback; performs research on behalf the director.

Related duties and special projects:

  • Maintains electronic and other records – uniform inventory, staff training, evaluation schedules, summer staff schedules, storm drain information, etc.

  • Tracks regulatory requirements

  • Oversees the work-study students; plans and directs work activities and projects for them.

  • Other duties as assigned.

Qualifications You Possess

Minimum Qualifications:

• Associate’s degree in related field or 3 years of experience with office management, budget management, purchasing, or equivalent combination. Alternative qualifications may be considered.

• Ability to work under the pressure of rapidly changing priorities, organize multiple tasks, handle frequent interruptions, respond to requests for emergency intervention, and maintain confidentiality.

• Strong Microsoft Office skills, using advanced functions on computer applications such as spreadsheets, word processing, internet, Teams/Zoom and email. Knowledge of Direct line (CMMS) work order systems.

• Communicate clearly, both orally and in writing; comprehend complex written materials. Position requires high degree of accuracy and attention to detail.

Desired Qualifications:

• Experience monitoring budgets and performing reconciliations.

• Ability to prepare reports, perform audits, and maintain data.

• Ability to read, interpret and comply with policies and procedures.

• Familiarity with maintenance, repair and construction terms, tools, and activities.

DEI Knowledge Skills & Abilities

• Listening -- The intention and ability to attend to what others are saying.

• Critical Thinking -- The ability to use inductive and deductive reasoning to understand diverse perspectives.

• Flexibility -- The ability to respond and adapt to new and changing situations.

• Respect -- An appreciation for those who are different from one's self.Special Requirements/Conditions of Employment List special requirements or conditions of employment beyond the qualifications above.

Special Requirements/Conditions of Employment

• Knowledge of CMMS systems

• Familiarity with accounting programs and procedures.

• Knowledge of state government organization and administrative procedures.

To Apply

Applications must be completed online and include the following attachments:
  • Cover letter addressed to the Screening Committee highlighting your ability to perform the responsibilities and competencies described in the job posting.
  • Current resume/CV showing all educational and professional experience which demonstrates how you meet the minimum and any preferred qualifications.
  • Top candidates will be notified directly to interview for this position. Selection will be based on the applicant's knowledge, skills, and abilities to perform the duties listed in this job posting as identified in the materials requested above. Applications with comments directing the reader to see attachments will be considered incomplete. Veterans PreferenceApplicants who meet the minimum qualifications and are wishing to claim Veterans Preference should redact their personally identifiable information from a copy of their United States Department of Veterans Affairs honorable discharge documentation and email to [email protected] with the job number for which they are applying in the subject line. Background Check Condition of EmploymentEmployment with the college is contingent upon the successful completion of a comprehensive background check. Any adverse information will be considered on a case-by-case basis and does not automatically preclude a candidate from employment.Bargaining UnitThis position has been designated as a bargaining unit position represented by the Washington Federation of State Employees. South Puget Sound Community College values diversity and is an Equal Opportunity Employer and Educator

    South Puget Sound Community College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). SPSCC provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following person has been designated to handle inquiries regarding non-discrimination policies, Title II and Title IX, Samantha Dotson, Executive Human Resource Officer /Title IX Coordinator, 360-596-5361, [email protected], Building 25, Room 220, 2011 Mottman Rd SW, Olympia, WA 98512; South Puget Sound Community College is a smoke-free/drug free environment.

    Applicants needing accommodation in the application process in an alternative format may contact the Human Resources office at (360) 596-5500.

    Organization

    South Puget Sound Community College is a public, 2-year school in Washington state. Our learning environment is a collaboration between faculty, staff, and students across our 102 acre, park-like main campus in the state capital of Olympia, and our 8 acre, urban satellite campus in the neighboring city of Lacey. The community enrichment that results from this collaborative process starts at the top; college Administration is driven by our historic mission to engage the community in learning.

    Today, more than 7,000 students each quarter seek education at South Puget Sound Community College. We remain responsive to the changing educational needs of our district’s residents, and plays a prominent role in a county that is fortunately rich in higher education opportunities.

    Mission: SPSCC’s Mission is to support student success in post-secondary academic transfer and workforce education that responds to the needs of the South Sound region.

    Vision: SPSCC supports student success and builds prosperity by collaborating with leaders in industry, education, and our community to offer innovative, accessible, and affordable learning experiences. We employ devoted people who mirror the diversity of our community and contribute to an inclusive, welcoming environment.

    By investing in the creativity of our staff and faculty, we construct clear and compelling pathways that lead our students to successful outcomes on their educational journeys. We are fiscally strong and our mindful use of technology embedded in purposeful instruction helps students persist and achieve their academic goals. Our graduating class reflects the community we serve, and our students successfully transition from higher learning into the leaders and innovators of tomorrow.

    Find Us
    Website
    Telephone
    360-596-5500
    Location
    2011 Mottman Rd. SW
    Olympia
    WA
    98512
    United States

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