Overview
Office Assistant- Facilties Jobs in Springfield, MO at Drury University
Full Job Description
Job Title:Office AssistantEffective Date:February 13, 2023
Department:FacilitiesDivision:Facilities
Supervisor:Executive Director of FacilitiesSchedule:Regular, FT, 12m, hours may vary
FLSA Classification:Non-ExemptIPEDS Classification:43
Job Summary:
Manages all purchasing, inventory systems, processes, and administrative functions for the Facilities Services office. Responsible for all purchasing, invoice tracking, and inventory management. Provides clerical, financial, and project support for Facilities Services management and the Executive Director of Facilities. Serves as an administrative assistant to the department with scheduling assistance, recording minutes from board meetings, and other meetings and other duties as assigned.
Duties/Responsibilities:
This job description is not to be construed as an exhaustive statement of duties or responsibility requirements. Employees may be required to perform other job-related instructions as requested by the supervisor, subject to reasonable accommodation.
Works on special projects as directed by the Executive Director of Facilities.
Tracks project costs in order to meet budget as well as develop and manage a detailed project schedule and work plan.
Provides project updates on a consistent basis to Executive Director of Facilities about strategy, adjustments, and progress.
Assists with the tracking of inventory of all facilities products, materials, equipment, and goods.
Tracks and maintains record of incoming and outgoing invoices, reimbursements, warranty information, and budget entries.
Monitors departmental budgets and provides budget reports to Executive Director of Facilities.
Assists with all purchasing in facilities by coordinating with facilities management to obtain proper PO’s, identify best practices, best pricing, and standardization in various products.
Manages receiving of all products purchased through Facilities.
Tracks all Central Supply purchasing and distribution of supplies and reviews for approval interdepartmental billing for ordered material.
Assists with data entry and reporting from work order management and inventory management systems.
Reports on key performance indicators and special projects or other information for department management.
Required Skills/Abilities:
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. All job requirements listed indicate the minimum knowledge, skills, and/or ability deemed necessary to perform the job proficiently. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Experience with a personal computer and its related software such as Microsoft Word, Excel, Outlook, Internet Explorer, Access, and internet-based databases.
Excellent communication skills, both verbal and written to process correspondence and provide information and assistance.
Ability to understand inventory and tracking systems and knowledge of general purchasing.
Ability to deal with people in person and on the phone in a calm and professional nature.
Ability to make decisions accurately and appropriately to be able to distinguish emergencies.
Ability to perform calmly in emergency situations; does not panic and gets proper information for handlin…
Title: Office Assistant- Facilties
Company: Drury University
Location: Springfield, MO
Category:
