Staff Associate, Facilities & Operations

Assists the Staff Executive with Office Management:

• Provides direct administrative support to the Staff Executive (e.g. correspondence including composing and/or editing filing setting appointments travel reporting including research compiling and final product phones).
• Administers the Facilities & Operations purchasing card process including scanning reconciling and data entry of the Pcard purchases and supporting the Pcard users in training travel and invoicing.
• Assists department in placing equipment PPE supply orders via Aims authorized vendors.
• Responsible for the Workflow and the Day-to-Day Activities of the Automated Work Order System to include supporting users communicating with requesters and others receiving work orders tracking trouble-shooting problems for maintenance custodial and support logistics.
• Assists with Department Web Page Adds logistical input current work practices and integration with others.
• Provides administrative support for the Facilities & Operations department as a whole including project management data entry asset tracking invoicing and communicating.
• Responsible for receiving composing and dispatching departmental communications via hard copy intranet and phone.
• Must be able to receive and disseminate emergency information to a variety of entities.

Assist with Fleet/Institutional Vehicle Administration:

• Contact for reserving and scheduling institutional vehicles.
• Records and generates billings for use of fleet vehicles.
• Assists in process for Aims Authorized Drivers.
• Compiles departments charges for the use of departmental gas cards and gas credit cards.
• Reserves and process vehicle rental documents and invoices.
• Updates GPS programming software.

Assist with Personnel Records:

• Process verify and maintain Facilities and Operations onboarding process including uniform orders document management and new employee equipment.

Assist with Budget Maintenance & Invoicing Vendors:

• Provide attention to detail completeness accuracy timely receipt of goods/services and closure of purchase order for payment.
• Creates on-line and paper requisitions.
• Assists in the RFP RFQ and other processes required to comply with College purchasing guidelines to disseminate capital and major maintenance funded equipment and projects.
• Supports utility tracking and audits; Verifies and records invoices relating to institutional utilities including natural gas electrical water sewer trash etc. relating to the institutional operations.

Other Duties as Assigned

Minimum Qualifications:

• Associates Degree; plus three (3) years of clerical or administrative support work in a related area or an equivalent combination of education and/or work experience.
• Demonstrated ability in Microsoft Office Products.
• Considerable knowledge of basic budget and accounting principles and practices.
• Communicate effectively both orally and in writing with a wide range of individuals and constituencies.
• A skills test may be required to demonstrate necessary proficiency.
• Excellent interpersonal relationship skills.

Required Documents:

• Cover Letter
• Resume

Preferred Qualifications:

• Background in Facilities and Operations environment or construction/purchasing areas.
• Aims financial software and/or work order systems

All Applicants:

• Compare your previous work experience to the job duties listed on the job positing under job description. Enter the job duties you have performed under the Work Experience section on your job application. We evaluate your experience based on this information.
• Please make sure you state whether work experience (aka work history) is part time or full time employment by listing the average number of hours worked per week. This information is used to determine your new annual salary.
• Be sure to upload all the required documents listed at the above in Additional Job Description section. This can be uploaded as part of your application materials in the My Experience section. If there are missing documents your incomplete application will not be considered. Per the Colorado Job Application Fairness Act you may redact information that identifies age date of birth or dates of attendance at or graduation from an educational institution.