PAY GRADE: 26N

CONTEXT OF THE JOB:

Under general supervision of the Associate Director of Custodial Service, performs complex secretarial and records duties including the compilation of data and general routine reports. May provide training and/or guidance to other personnel. Provides administrative support for the following units: Custodial, Movers and Mail Services. The principal emphasis is on performing a variety of secretarial and records duties for which independent judgment is required in handling confidential and non-routine matters.

MAJOR RESPONSIBILITIES:

· Maintains data/billing on excessive housekeeping using work order system.

· Compiles information for weekly and monthly reports by area and distributes to Custodial, Movers and Mail Services Managers and Directors.

· Enters billing information into student accounts each semester.

· Handles complaints and special needs as they arise in reference to Damage Billing.

· Provides reimbursements to students for money lost in laundry machines in all residence hall.

· Schedules various meetings for Custodial, Movers and Mails Services and prepares minutes.

· Prepare public documents such as annual reports and newsletters: maintains and updates unit/department web pages according to university standards.

· Maintains Associate Director’s and Custodial Managers calendars and maintains appointment schedule. Makes travel arrangements.

· Receives and screens callers, visitors and mail; independently responds to non-routine inquires.

· Compose documents, including non-routine responses to students, parents and the university community.

· Handles logistics for special events such as conferences, lectures, training and workshops.

· Codes, classifies, files and/or direct filing of material in a relatively complex system.

· Calculates, tracks and maintains overtime for hourly staff.

· Maintains and process unit’s payroll and personnel records.

· Maintain and organize records including contracts, licenses, correspondence and other confidential materials.

· Compose Employee Discipline documents and maintains records.

· Takes responsibility for the repair, maintenance and inventory of unit equipment.

· Maintains budget records. Reconciles monthly accounting statements. Assist with billing budget preparation and analysis.

· Compiles and maintains department data. Prepares reports for Custodial, Movers and Mail Services Departments.

· Produces and distributes documents as appropriate.

· Provides training and/or guidance to office clerical and secretarial staff.

· Maintains attendance records and resolves related leave problems.

· Tracks departmental accident investigations for Facilities.

· Prepares standard forms.

· Performs other related duties as assigned.

QUALIFICATIONS:

· Minimum of a high school diploma or GED with three years of increasingly responsible secretarial experience.

· Knowledge of office practices and procedures. Proofreading and editing skills.

· Hands on experience with electronic information systems.

· Ability to use advanced techniques in spreadsheets, data bases and presentation software.

· Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.

· Ability to prepare various postings and invitations using Microsoft Office Publisher.