Administrative Assistant

Administrative Assistant

Operations & Maintenance Department

Finance & Accounting

Tsaile Campus

Duty Schedule:

Monday - Friday; 8:00 AM - 5:00 PM.

Summary/Objective of Position:

To maintain and coordinate general operations and support for the Operations and Maintenance. Communicates professionally with College faculty administration and staff as well as institutions and programs external to the College. Keeping immediate supervisor informed regularly and as needed of all significant problems progress and activities. Responsible for completing and recording time sheets drafting correspondence distribution of correspondence and maintaining budget and financial transactions as appropriate. Actively participants in housing committee for the College. Expected to comply with applicable college policies and procedures as mandated in the Dine College Personnel Policies and Procedures Manual.

Description of Essential Functions of the Position

Disclaimer: This is not necessarily an exhaustive list of all responsibilities duties skills efforts requirements or working conditions associated with the job. While this list is intended to reflect the current job accurately management reserves the right to revise the job or to require that other or different tasks be performed as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Answers all telephones takes messages directs calls and places outgoing calls greets visitors and directs questions to appropriate person(s).
• Assisting with all aspects of administrative management office management directory maintenance logistics files equipment inventory.
• Coordinates between College departments and appropriate department supervisors in resolving day-to-day operational issues.
• Scheduling and coordinating meetings interviews events and other similar activities. Sending out and reviewing mail and packages both internal and external.
• Preparing business correspondence (often using word processing spreadsheet and presentation computer software).
• Managing departmental files.
• Performing multifaceted general office support (photocopies maintains bulletin boards).
• Preparing meeting minutes meeting notes and internal support materials.
• Follows up on action items via email or in person.
• Attends staff and other meetings as assigned. Uses office software such MSWord MSExcel Outlook MSTeams to support tracking of staff instruction travel resources meetings and events.
• Tracks and records propane readings using Wesroc software.
• Solicits for bids to maintain propane levels and submits requisitions.
• Coordinates propane deliveries with the vendor. Utilizes CMMS (Asset Essential) software to support management of training inventory statistic and other functions related to the processing of work orders for custodial and maintenance staff.
• Utilizes CMMS (Event Manager) software to review track and schedule internal and external events.
• Provides end-user training for staff and requesters.
• Collaborates with key departments in scheduling events.
• Maintain records of department staff personnel record training certificates licenses orders records of evaluations medical reports and other applicable materials.
• Must understand the urgency of confidentiality when dealing with personal matters and privileged information.
• Must have the capacity to carry out instructions and develop plans with minimal amount of supervision.
• Prepares and process monthly internal departmental reports such as vehicle reports fuel credit card report gas meter reading housing inspections to the Human Resources Department.
• Assist with the data entry and validation of bi-weekly time-card submission in iSolved Payroll Expert software.
• Submits payroll related documents such as overtime comp-time and annual leave buyout forms to the Payroll office.
• Maintains the expenditures purchase requisitions and inventory using online requisition software.
• Tracks orders and collaborates with Receiving Purchasing and Accounts Payable on all requisitions orders budgets and invoices.

QUALIFICATIONS

Education & Experience

Minimum:

• Associate of Arts or five years or more of experience in office/clerical to provide a working knowledge of maintenance operations of facilities or in an equivalent related work environment of managing building facilities.

Preferred:

• Preferably a Bachelor of Arts.
• The amount of experience required to enable an employee with the necessary experience attain acceptable proficiency and skill to perform the duties and responsibilities of the job.

Knowledge:

• Must have willingness and ability to learn instruct guide and assist other maintenance personnel.
• Demonstrates a keen understanding of numeracy and an understanding of finance. Knowledgeable of cost comparison and estimates required for building maintenance and repairs or renovations.
• Working knowledge of establishing and maintaining an inventory management system.
• Must have people management skills including the ability to inspire lead and motivate a team of people delegate work and explain ideas.
• Must be able to handle public concerns/complaints in the office vis phone in a polite and professional manner.

Skills:

• Must have high interpersonal skills to effectively communicate with students staff faculty administration and the general public.
• Must be able to learn and utilize the institutions current CMMS Asset Essential Event Manager.
• Working knowledge of Warehouse operations and ability to utilize a computerized maintenance management system to track inventory of equipment supplies and materials.
• Phone etiquette and office techniques.

Abilities:

• Strong computer skills including MS Excel.
• Excellent organization & time management skills. Excellent oral and written communication skills.
• Must be able to use general office equipment compute software and the Internet to maintain database for inventory reports.
• Must work well with others.
• Effectively communicates with immediate supervisor and subordinates.

Physical Requirements Work Environment & Travel:

• Must be able to work in an office setting but also exposure to warehouse/repair shop environments.
• Physical requirements not limited to lifting up to ten pounds.

Other Requirement(s):

• Navajo is highly desirable but not mandatory.
• Must possess and maintain a valid State Drivers License.