Ideal Candidate is the face of the Facilities Department. A strong customer service background is highly desirable, with the skill set to de-escalate confrontation situations. The ideal candidate should be able to communicate clearly and effectively in person, on the phone, over the Facilities radio and via email. This person should be able to ask the right questions from our customers in order to communicate the right information to the Facilities staff. The candidate would be working closely with office staff and assist with clerical, financial, and lite administrative duties. This candidate should be familiar with a facilities department for a mid-sized institution with about 1000 employees or 8000 students, complete with a motor pool, athletics complex, utility plant, and 50+ acres.
Job Description Summary: Under the direction of the Director of Facilities, perform a variety of office support. Functions includes: maintaining the work order system, dispatching facilities employees and partner contractors, operating a telephone and radio system, issuing vehicles to users, participate in District-wide meetings and committees, issue keys to contractors, and perform a variety of clerical duties in support of the Administrative Assistant and facilities operations
Knowledge Skills and Abilities: KNOWLEDGE OF: Basic maintenance terminology, processes and operations related to maintenance operations and activities. General organization, radio procedures and dispatch guidelines for the facilities department. Telephone and radio procedures, techniques and etiquette. Operation of voice radio and telephone equipment. Strong oral and written communication skills. Interpersonal skills using tact, patience and courtesy. Correct English usage, grammar, spelling, punctuation and vocabulary. Operation of a computer and assigned software. Methods of collecting and organizing data and information. Record-keeping and report preparation techniques. The use of modern office practices, procedures and equipment.
ABILITY TO: Perform a variety of dispatching and clerical duties in support of facilities operations and services. Operate a telephone and radio system to receive maintenance and repair requests and notifications from personnel. Dispatch personnel and equipment for maintenance, repairs and emergencies as appropriate. Coordinate flow of communications between personnel to assure appropriate and timely response to organizational needs and emergencies. Learn, interpret, apply and explain policies, procedures, rules, codes and regulations. Learn local geography, street locations, important buildings and landmarks of the area. Maintain records and prepare reports. Answer telephones and greet the public courteously. Understand and follow oral and written instructions. Communicate effectively both orally and in writing. Establish and maintain cooperative and effective working relationships with others. Complete work with many interruptions. Operate a computer and assigned software. Meet schedules and time lines. Drive a vehicle to conduct work.
Essential Duties: ESSENTIALDUTIES: Coordinate flow of communications between departmental personnel to assure appropriate and timely response to organizational needs and emergencies; consult with department leads in order to distribute work assignments to appropriate facilities personnel, communicate with end users to provide essential information regarding work completion. Coordinate events such as graduations, fairs, forums, and other special activities requiring specific event set-ups.
Provide -support to facilities administrative assistant as required. Duties include: collecting packing slips from facilities personnel, placing calls to fuel company, refuse company, elevator repair technicians, pest control, and other service contractors; collecting and tracking personnel information for authorized fleet drivers, assisting with absence reports, tracking expenditures, updating project spreadsheets, coordinating and participating in major projects.
Operate a telephone, email and radio system; dispatch personnel and equipment utilizing telephones, email and radio equipment according to established guidelines and procedures.
Generate and track work orders; coordinate response to maintenance, repair and emergency needs; obtain and provide dispatch information including type of request, location, issues, costs, problems, malfunctions and equipment needs; maintain related records,- inform end users of resolution efforts, use the room schedule management system to provide available work windows for facilities staff, communicate with division and department assistants to coordinate space availability.
Perform a variety of general clerical duties in support of maintenance activities; prepare and distribute a variety of routine correspondence and materials; input a variety of data into an assigned computer system; maintain automated records and files; generate computerized reports as requested.
Assist in the coordination of support for the departmental; respond to inquiries and complaints; submit complex issues to the -Director, maintain confidentiality with sensitive information, proactively solve problems as they arise, maintain written records to track health and safety concerns, prioritize repair needs based on health and safety standards set by the department.
Receive visitors, including administrators, staff, vendors and the public; respond to inquiries and provide information and assistance related to maintenance operations, activities, policies and procedures.
Compile information and prepare and maintain a variety of records, reports and files related to dispatch activities; maintain and update facilities calendar; schedule projects, vendor maintenance and custodial support. Submit work orders to support Preventive Maintenance efforts on District utilities and mechanical equipment, submit work orders to support seasonal projects and tasks. Track utility usage and create trend analysis.
Communicate with professionally, courteously, and effectively with personnel and various outside agencies to exchange information and resolve issues or concerns.
Receive, sort and distribute mail and packages as assigned.
OTHERDUTIES: Perform related duties as assigned. Drive District vehicles when requested
Education and Experience: Any combination equivalent to: graduation from high school and two years clerical support experience including frequent public contact. Experience working in an educational environment. Experience working with tradespeople including: grounds, custodial and maintenance personnel.
Salary Range: CSEA Salary Schedule: Range 32 ($46,140 - $58,920)
Foreign Transcripts: Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.
Benefits Statement: HEALTHANDWELFAREBENEFITS *
1. Medical, dental, vision, life insurance, EAP and LTD 2. Membership in Public Employees Retirement System Candidates hired on or after January 1, 2013 are subject to restrictions imposed by PEPRA) 3. Contribution to O.A.S.D.I. (Social Security) 4. Paid vacation 5. Paid sick leave 6. Paid holidays and district-paid floating personal days 7. Summer 4/10 schedule (Fridays off) 8. Longevity pay step increase based on your years of service 9. IRS Section 125 Flexible Medical Spending Plan 10. 457(b) Deferred Compensation Plan (employee contributes) 11. 403(b) Tax Shelter Annuity Plan (employee contributes)
*Benefits will be prorated for positions less than 100%
Immigration Reform & Control Act of 1986: Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal Immigration Reform & Control Act of 1986.
District Statement: A multi-campus single community college district, Ohlone College is located in the southern portion of the San Francisco Bay in California; serving 12,000 students per year. The District has a main campus in the City of Fremont and a newly constructed campus in the City of Newark. Ohlone College is an ethnically diverse institution that promotes innovation and continuous improvement in departments and divisions. The College is named for the native population living in the area when Mission San Jose was founded. The Fremont campus is located just south of the historical Mission. The Newark Campus is located near Interstate 880 and emphasizes programs in health, environment, and technology.
EEO Statement Summary: The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants.
If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: (510) 659-6088.
Conditions of Employment: Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts and proof of freedom from tuberculosis. In addition you will be required to provide identification and employment eligibility as outlined in the federal Immigration Reform & Control Act of 1986. Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affirmation of Allegiance and submit fingerprints for CA Department of Justice clearance.
The Ohlone Community College District is a multi-campus single community college district located in the southern portion of the San Francisco Bay in California. Serving almost 17,000 students per year, the District has a main campus in the City of Fremont and a newly constructed campus in the City of Newark. Ohlone College (pronounced "oh loh nee kol ij") is an ethnically diverse institution that promotes innovation and continuous improvement in departments and divisions. The College is named for the native population living in the area when Mission San Jose was founded. The Fremont campus is located just south of the historical Mission. The Newark campus is located near Interstate 880 and emphasizes programs in health, environment, and technology.The Ohlone Community College District is a multi-campus single community college district located in the southern portion of the San Francisco Bay in California. Serving almost 17,000 students per year, the District has a main campus in the City of Fremont and a newly constructed campus in the City of Newark. Ohlone College (pronounced "oh loh nee kol ij") is an ethnically diverse institution that promotes innovation and continuous impro...vement in departments and divisions. The College is named for the native population living in the area when Mission San Jose was founded. The Fremont campus is located just south of the historical Mission. The Newark campus is located near Interstate 880 and emphasizes programs in health, environment, and technology.
BACK TO TOP
NWC Career Center is Just One of the Benefits.
Discover what else NWC has to offer!
The job you are trying to reach from was originally posted at NWC Career Center.
Subscribe to our newsletter and stay up to date on our latest news