Maintenance Administrative Assistant

Job Title: Maintenance Administrative Assistant       
Department: Facilities - Maintenance and Grounds
Classification: Non-Exempt
Grade: 8
FTE/Working Schedule: 1.0 Full-time

Position Overview:

The Maintenance Administrative Assistant position is a full-time (1.0 FTE), benefits eligible position which supports all Grounds Manager, Maintenance Manager and union members. This position is an on campus, first point of contact for all Facilities services departments; addressing student, faculty, staff, visitor, vendor, contractor and parent inquiries and work requests. This position provides administrative support to the Grounds Manager, Maintenance Manager, 18 maintenance trades people and eight grounds workers.  In the absence of the Custodial Administrator or Maintenance Coordinator this position assist with supporting their roles as needed. 

Department Overview:
The Maintenance and Grounds departments are part of Carleton College’s Office of Facilities and Capital Planning and is responsible for repair and maintenance services and utility distribution to the campus. The Grounds department is responsible for maintaining and improving the campus grounds.  Our goal is to provide a comfortable, safe and well-maintained environment that is conducive to the College’s educational and environmental mission.

Compensation:

The expected starting hourly range for this position is between $22.40 and $23.10. Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training; licensure and certifications; market factors; departmental budgets; and responsibility.

Essential Job Functions/Responsibilities: 

Customer Focus:

• Provide excellent customer service to management, co-workers, visitors, contractors, vendors, students, faculty and staff.
• Serve as the first point of contact for inquiries and requests for Carleton Facilities services departments (Maintenance, Custodial and Grounds). This position initiates work orders for, and/or direct inquiries to the appropriate staff or work unit.

Attention to Detail:

• Review and assign online work requests and each morning and regularly throughout the day.  Identify emergency or high priority requests.
• Assist the Maintenance Coordinator with the campus key software managing all of the key information in the system.  Maintain reference books that contain floor plans and the corresponding access information for all campus buildings and spaces; keep office key cabinet, long-term and short-term key assignments and contractor key rings current and organized.
• Facilitate approved maintenance activities by arranging vendor and contractor access to campus facilities; collaborate with OneCard office staff when necessary to grant access to secure areas.
• Coordinate with the Locksmith the issuance of keys to students, faculty, and staff and maintain the signed key agreements for these keys in the software.   
• Provide administrative support for the Maintenance Manager and Grounds Manager.  Maintain Maintenance employee time-off calendar and seniority list; process utility locate requests; process employee accident reports; maintain and reconcile a college purchasing card; create purchase requisitions; coordinate maintenance/repairs of office equipment.
• Assist Maintenance Manager with gathering data and creating reports to track work order and service request status.  Assist in updating, maintaining and closing work orders as directed.
• Assist the Grounds Manager with time off calendar. 
• Coordinate the campus moving schedule with the Senior Accountant-Facilities.  This consists of coordinating moving requests and campus schedules with the moving company. 
• Assist with entering purchase orders and invoices for the Maintenance Department. 
• Work closely with other campus departments to coordinate contractor maintenance work.  Especially during the summer months when routine maintenance activities are scheduled around summer academic programs. 

Communication (written and interpersonal):

• Assist with scheduling outside contractors This would be setting up keys and access to the work areas.   
• Provide clear, concise information to Facilities staff using 2-way radios.
• Provide backup administrative support for the Custodial Administrative Assistant and Maintenance Coordinator when necessary.