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Wake Technical Community College
Full Time
Posted Today
Job description
Position Description

Pay Grade: Assistant 8

This position performs general clerical duties to support staff in the Facilities Operations Department

Responsibilities and Duties (*Essential Functions) To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.

  • Manages the calendar for the office of the Vice President of Facilities

  • Manages the Vice President's schedule and correlates meetings with Executive Leadership

  • Assists the Vice President in communicating divisional information, events, and activities

  • Prepares correspondence, reports, and information of a routine or confidential nature

  • Maintains confidential employee information and filing

  • Assists in maintaining and filing employee personnel files and associated documentation

  • Collaborates with the Vice President and Department Heads to develop the Facilities operating budget for college wide facilities services/operations related expenses

  • Tracks department operating expenses throughout the year and coordinates with the College's Budget Department to reporting monthly budget/expenditures

Maintains/monitors Facilities Alterations budget worksheet

Assists in preparing and updating budget reports, as directed by the Vice President

Tracks and updates staff credentials for the college catalog on an annual basis

Answers incoming calls to the Vice President's office, provides information, takes messages, and refers calls to enable smooth communication transfers

Performs a wide range of general administrative support duties, as directed

Retrieves, processes, and distributes incoming and outgoing mail

Schedules and participates in meetings as directed; records minutes of meetings and distributes appropriately

Assists Facilities Operations Specialist in recording and processing, invoices, pay applications, contractor/designer agreements, change orders, and design amendments

Assists HUB Coordinator with HUB/MWBE job fairs and conferences

Responsible for processing department orders, travel requests and travel reimbursements

Reserves accommodations and flight for travel

Purchases office supplies, orders department equipment, completes Form 58 for IT purchases, computers, and cell phones

Processes procurement and purchase orders

Manages P-Card purchases and reconciles monthly P-Card statements

Performs special projects and assignments as assigned

Completes an annual benchmark project on an individual or group basis
Qualifications

Knowledge, Skills & Abilities:
Intermediate skills in MS Office applications

Excellent organizational skills

Excellent written and verbal communication skills

Ability to work with a high degree of accuracy in a fast-paced office environment

Willingness to be a team player and provide support to other employees within the division

Ability to maintain records accurately and be able to meet deadlines consistently

Ability to maintain confidentiality when working with personnel or other sensitive material

Requirements:

High School diploma or equivalent

Three years of secretarial and/or clerical experience

Preferences:
High School diploma or equivalent

Three years of secretarial and/or clerical experience

Essential Personnel: TBD

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