Administrative Assistant/ Receptionist

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Job Descriptions

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General Information
Position Title:	Administrative Assistant/ Receptionist
Control Number:	002359
Reports To:	002360
Position Title	Department Name
Manager: Custodial Services/Stock Room	Facilities Services
Department Name:	Facilities Services
Location:	Facilities Services
Date Prepared:	Jan-08
Exempt:	No

Primary Purpose

The Administrative Assistant/Receptionist provides administrative support for Custodial/Waste Management/General Services. This includes greeting customers and vendors.

Responsibilities

Works cooperatively with others and accepts direction from supervisors.

*Processes daily time cards for the entire Facilities Services Department.

*Provides clerical and typing support to Custodial/Waste Management/General Services.

*Reviews labor error reports at the end of each week and makes necessary corrections.

*Maintains employee records in FAMIS data base.

*Works with the Custodial Supervisors and Safety Officer to produce, distribute, and process the fire extinguisher forms for all buildings on campus.

*Manages custodial key system.

*Manages MSDS (Material Safety Data Sheets) for Custodial/ Waste Management/General Services.

Collates, files, and manages check in/out sheets for all residential spaces at the start of the academic year.

Answers telephones, greets visitors, and distributes mail. Maintains current supply of forms used by the department. Orders office supplies for Custodial/Waste Management/ General Services from the Administrative Associate of Facilities Services. Designs and creates computer generated spread sheet reports/forms as required.

Maintains and updates staff bulletin board with campus information and job posting for Custodial/Waste Management/ General Services.

Maintains and updates staff bulletin board with campus information and job posting for Custodial/Waste Management.

Maintains and updates evaluation schedules, radio/pager lists, various reports, forms, and personnel lists for Custodial/Waste Management/General Services.

Prepares vouchers, purchase orders and processes invoices for Custodial/Waste Management/General Services.

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

1+ years in general office environment preferred.

Knowledge

Knowledge of computerized office equipment required. Proficiency in Microsoft Word and Excel. Knowledge of File Maker Pro, 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.