Administrative assistant intermediate

Department Contact: Kathy Shreffler; 575-527-7700; kshreffl@nmsu.edu

Internal or External Search: External - Open to all applicants

Advertising Summary: DACC, a responsive, accessible, comprehensive, learning-centered community college that provides education opportunities to a diverse community of learners is inviting candidates to apply for the following vacant position: Administrative Assistant III

POSITION DETAILS

Position Title: Administrative Assistant Intermediate

College/Division: DACC Dona Ana CC

Department: 941230-DACC FACILITIES SUPP

Location: Doña Ana Community College

Offsite Location (if applicable):

Target Hourly/Salary Rate: $17.85

Appointment Full-time Equivalency: 1.0

FLSA Status: Non-Exempt

Bargaining Unit Announcement: This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Contingent Upon Funding: Not Applicable

Standard Work Schedule: Standard (M-F, 8-5)

If Not a Standard Work Schedule:

Job Duties and Responsibilities:

This Position not only provides Administrative Support for the Facilities Manager but is also the Main Administrative support for four Facilities Supervisors, Security supervisor with 11 direct reports, Assistant Manager and maintenance supervisor with 11 direct reports, Custodial Supervisor A, with 11 Direct reports and Custodial Supervisor B with 13 Direct reports. Facilities has a total of 49 Employees

Standard Duties include:

• Manages the Facilities Information, Services and Work order Desk, we are open Monday- Friday 8am to 5pm
• Customer Service; Answers phone calls, assists with helping customers submit work orders, advises customers on proper procedures with procurement issues, and deals with a wide variety of Customer Concerns. Provides assistance to contractors and vendors providing services to DACC. Manages our Computerized work order system (School Dude) and assigns work orders to appropriate staff.
• Receives keys and cards from employees leaving and distributes keys and cards to new employees. Assists customers with any issues they are having with Keys or electronic key cards.
• Responsible for ordering and receiving in Aggie Mart, receiving for PO’s and open Po’s, as well as reconciliation of P-Cards for Five Employees. Due to the nature of Facilities repairs, renovations, and cleaning services, ordering and receiving are done on an almost daily basis.
• Responsible for management and updates for the yearly NMSU Space survey. This survey identifies every space in every building at all DACC Campuses and is reviewed and updated Yearly for the NMSU Space management Department.
• Responsible for Yearly inventory for all Facilities Equipment. Has assisted other departments and divisions with their inventory as well.
• Manages Hiring and supervision of work study students.
• Provides Assistance to customer requests for small furniture needs, Desks, chairs, File cabinets and bookshelves makes arrangements for ordering and delivery and set up. Assists Facilities Manager with Large Furniture Projects and Renovations.
• Manages logistics for Special event set up, works with customers to make sure their needs are met. Provides information and support for Custodial and Maintenance Staff for special event’s needs.
• Manages Deliveries to the Facilities Loading dock and receiving area. Informs Customers and makes arrangements for local delivery to the appropriate space.
• Serves on search committees on a regular basis and other Campus Committees by invitation and need.
• Processes all Travel and Training requests for the department. Makes sure all proper procedures are followed.
• Assists all Departmental employees with computer access issues, on-boarding trainings, compliance training, banner, time keeping, e-mail issues, and work order system access.

QUALIFICATIONS

Required Education and Experience:

High School diploma + 3 years of relevant experience or an Associate's Degree + 1 year of relevant experience.

Equivalent Qualifications:

Preferred Qualifications:

Bi-Lingual English/Spanish preferred.

Proficient in Microsoft programs, Word, Excel, ability to set up meetings in Teams or Zoom.

Special Certification/Licensure:

WORKING CONDITIONS AND PHYSICAL EFFORT

Environment:

Work is normally performed in a typical interior/office work environment.

Physical Effort:

No or very limited physical effort required.

Lifting Requirements:

Requires handling of average-weight objects up to 10 pounds or some standing or walking.

Risk:

No or very limited exposure to physical risk.