Administrative Assistant 2

• Answer several incoming lines promptly and courteously, takes accurate messages
• Process large volume of maintenance work orders
• Print reports from Event Management System (EMS) & Computer Maintenance Management System (CMMS).
• Receive and process maintenance work requests
• Maintain and update FM information boards as needed
• Distribute department wide correspondence as needed
• Provides problem resolution for customer inquiries/complaints
• Greets visitors with excellent customer service, gives information, directions and/or instructions
• Serves as liaison between facilities and internal/external customers
• Receives, sorts, distributes, and sends mail and e-mail promptly and accurately
• Maintains confidentiality
• Receives special services phone calls and provides a high degree of customer service
• Assists in scheduling work orders for special services

• Prepares entries for electronic training and safety records
• Prepares new safety orientation packets
• Confirms the status of current employee training
• Creates purchase requisitions
• Review and process invoices
• Review and process gas logs
• Prepare and process department of motor vehicle (DMV) registrations
• Schedule make-up and retraining as needed
• Aids in creating and updating maintenance requests
• Maintains readily accessible copies of all EH&S compliance documents, permits and records
• Schedule and tracks work orders scheduled through CMMS system
• Maintains accurate filing system
• Other duties as assigned

• Must be able to work assigned hours and may be required to work overtime and on weekends, as needed.
• Must have a valid driver's license and may be required to drive University vehicles.
• Consistently follow safety practices appropriate to the job and complies with rules and regulations established by the University, state and federal agencies
• Job hours and/or workday may be changed when necessary to meet departmental commitments.
• Background check: Successful completion of a pre-employment background check.

• High school diploma or GED (General Education Diploma) equivalent and three years' experience in an office/academic environment

• Knowledge in CMMS is preferred

• Working knowledge of computers and current MS Office
• Ability to operate photocopier, fax and scanning machine
• Ability to understand and follow oral and written instruction in English.
• Ability to exercise discretion when working with sensitive/confidential subjects/material
• Ability to type 55wpm
• Working knowledge of a multi-lined phone system and ability handle large volume of telephone calls
• Must possess excellent interpersonal skills including tact, diplomacy, flexibility, and possess the ability to work with diverse personalities.
• Ability to assume responsibility, think clearly, logically, meet deadlines, and use sound judgment with frequent interruptions
• Working knowledge of general office practices/procedures
• Ability to write and communicate professionally including drafting formal business correspondence
• General knowledge of accounting principles and practices
• Understands the importance of customer service and has the ability to follow-up as well as communicate to internal and external clients effectively
• Skill to organize/prioritize work and to manage time effectively with the flexibility to adapt to changing conditions.
• Ability to establish and maintain cooperative and effective work relationships with colleagues, staff, students, parents, and the general public.
• Ability to adapt to changing needs of department and learn new technology as needed in order to perform office support functions
• Become familiar with and perform other administrative duties of the department and assist other department personnel, as directed

University of San Diego