Administrative Associate/Receptionist

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Job Descriptions

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General Information
Position Title:	Administrative Associate/Receptionist
Control Number:	001195
Reports To:	002305
Position Title	Department Name
Assistant to the Associate VP for Facilities	Facilities Services
Department Name:	Facilities Services
Location:	Facilities Services
Date Prepared:	May 2006
Exempt:	No

Primary Purpose

The Administrative Associate/Receptionist provides Administrative support for Facilities Services; this includes greeting customers and providing back up coverage for the Customer Service Coordinator and the Vehicle Rental Coordinator

Responsibilities

Works cooperatively with others and accepts direction from supervisors.

Answers telephones, greets visitors, and distributes mail. Provides clerical and typing support to supervisors and trades. Drafts and types general correspondence. Orders all office supplies on-line and maintains current supply of forms used by the department. Designs and creates computer generated spreadsheet reports/forms as required.

Coordinates conference room usage schedule. Maintains and updates staff bulletin board with campus information and job posting. Maintains and updates evaluation schedules and updates radio/pager and personnel lists. Maintains and updates various reports/forms for the trades. Maintains files on all building plans. Provides back-up support for vehicle rentals.

Prepares vouchers, purchase orders and processes invoices for department. Prepares journal entries for all Budget Administrator accounts on FAMIS. Processes and records electric, water, and sewer bills for academic buildings and dorms. Records daily steam and electrical production from heating plant reports and generates monthly summary report.

Coordinates annual shutdown vacancy list and general notices for all rental houses and provides information to appropriate departments via e-mail. Coordinates with Town of Middlebury for banner permits at College events and prepares applications. Provides back-up support for customer service coordinator.

Works cooperatively with others and accepts direction from supervisors. Performs all duties in a safe and professional manner and in accordance with established Middlebury College and departmental policies and procedures. Performs other duties as assigned to assist the department in obtaining and maintaining its mission.

Education & Training

High school diploma or equivalent. Secretarial and computer training.

Experience

Knowledge

Knowledge of computerized office equipment required. Proficiency in Microsoft Word and Excel. Knowledge of Adobe PageMill, Banner, and FAMIS helpful.

Other

Ability to work in busy office setting and handle frequent interruptions. Strong organizational, interpersonal, and communication skills essential. Ability to handle confidential information in a discreet manner.