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Carleton College · 18 hours ago

Maintenance Administrative Assistant

Northfield, MN

Full-time

Onsite

Entry Level

$22.40/hr - $23.10/hr

2+ years exp

Carleton College is a private liberal arts college located in Northfield, Minnesota. The Maintenance Administrative Assistant position provides essential administrative support to the Grounds Manager and Maintenance Manager while serving as the first point of contact for Facilities services inquiries and work requests.

Higher Education

Growth Opportunities

Responsibilities

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

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

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

Qualification

Microsoft Office SuiteCustomer serviceGoogle applicationsOrganizational skillsCommunication skillsProblem-solving skillsTime managementInterpersonal skillsAttention to detail

Required

An Associate degree plus a minimum of 2 years of experience providing administrative support in a mid-size to large organization

OR High school diploma/GED and 4-5 years of directly related prior experience in a mid-size to large organization

Successfully pass background checks

Must possess excellent, proven computer skills (including all Microsoft Office Suite programs and Google mail and calendar applications)

Must be a customer service-oriented individual with aptitude for working with people and have the ability to thrive in a fast-paced work environment with many interruptions

Good decision making and problem-solving skills

Excellent communication (both written and oral), interpersonal, organizational and time management skills are required

Benefits

A generous 403(b) retirement plan with a 10% employer contribution and 2% employee contribution.

Medical, dental, vision, life and disability insurance.

Paid time-off, including 25 annual leave days, 8 paid holidays, and extra days at the end of the calendar year to make a continuous week off before New Year’s.

Employee Assistance Program (EAP) for all employees.

A dependent tuition program after six years of service.