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Inside Higher Ed · 3 weeks ago

Office Manager in Maintenance

Gambier, OH

Full-time

Onsite

Mid, Senior Level

$17.96/hr - $17.96/hr

5+ years exp

Kenyon College is conducting a search for a qualified candidate to fill the position of Office Manager in Maintenance. The Office Manager will provide administrative and secretarial support to the Director of Facility Operations and the Facility Operations managers, ensuring efficient processing of maintenance purchases and effective communication within the department.

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Responsibilities

Prepare correspondence, reports, files, and updates the Shared Drive for continuity

Responsible for the processing of all maintenance purchases and invoices for payment and file copies

Register maintenance employees for certification, re-certification, licensing and training programs, as needed. Maintain department safety records, certification copies, etc

Responsible for the issuing and inventory of all physical keys as well as card access to contractors and vendors

Maintain Kenyon Fleet Vehicle ID List; secures maintenance vehicle titles and license plate renewals

Maintain campus buildings and properties listings

Process bi-weekly payroll for all hourly Facility Operations employees. (H,I,L)

Direct time entry in Banner Payroll program for final processing of employees paychecks

Maintain and post accurate report of individual employee’s sick and vacation hours taken and their accompanying balances. This includes processing of retirement letters

Generate, update and maintain weekly overtime reports for Mechanical and Skilled Trades, Custodian, and Grounds positions

Generate bi-weekly labor report to be fed to the General Ledger for reserves and special projects

Create and post maintenance job openings on the Kenyon HR Employment website

Compile and organize campus utilities (gas, electric, water, sewer, storm water and cable) into spreadsheet for tracking costs and consumption. Process and code each utility to their appropriate budgets for payment

Compile completed packages of monthly P-Card purchases and reconciliations, reimbursements, and Walmart credit card purchases

Track and report all elevator violations and communicates with the appropriate elevator contractor

Process, receive, and distribute department mail

Greet and assist visitors to the Maintenance building

Answer phones and field calls. Back-up other phones. Assist with dispatch of calls for managers and trades staff via two-way radios

Track and maintain records of key requisition forms

Compile gas dispensation records for college vehicles, maintains monthly report to accounting

Retain knowledge of the two separate Union/Management contracts

Coordinate yearly uniform shirt order for maintenance staff

Catalog and track all elevator and boiler state identification documents

Maintain office supplies

Qualification

Microsoft Office SuiteGoogle applicationsBasic accounting skillsOrganizational skillsCustomer serviceOral communication skillsWritten communication skillsTeamworkConfidentialityTime management

Required

High School Diploma

Two Years of Technical College and/or Five Years of Job-Related Experience

Strong working skills with Microsoft Office Suite and Google documents

Must obtain or have a valid Ohio Driver License and complete Kenyon Driver Training

Employment will be contingent upon successful completion of a background check

Preferred

Bachelor's Degree in Business Administration

Significant prior experience in a fast-paced front office environment

Possess strong organizational skills

Strong oral and written communication skills

Basic accounting skills

Working knowledge of Microsoft Office programs and Google applications

Ability to perform tasks, prioritize multiple tasks, and ability to shift tasks as needed to meet critical time constraints

Maintain confidentiality of all information viewed or heard during normal work days

Must work independently and cooperatively in a team-oriented environment

Maintain a close working relationship with the accounting department, purchasing department, Gambier Village Administrator, utility companies, subcontractors, outside services, rental companies, vendors and suppliers

Requires prolonged sitting or standing

Requires physical exertion to manually move, lift, carry, pull, or push heavy objects or materials weighing up to 40 lbs

Benefits

Children of employees are eligible for 100% tuition waivers at Kenyon

Through the Great Lakes Colleges Association, children of employees are eligible for 90% tuition waivers at nineteen other of the nation's finest liberal arts colleges.

Health, dental and vision insurance

TIAA retirement

Provisions for a spouse, families, and domestic partners