Administrative Specialist CL2-Operations

Position is available to employees of the Associated C.O.L.T. Staff of the University of Maine from 4/13/18 through 4/19/18 and open to external applicants thereafter.
The Administrative Specialist CL2 is a member of the Facilities Management and Operations team. The position is responsible for working with Facilities Management personnel and all other UMaine campus departments in support of Facilities Management by performing clerical and administrative office tasks, to include data entry, purchase order creation, processing of telecom orders, etc. The incumbent often serves as the initial contact for internal and external clients and will work independently and collaboratively with her/his supervisor to ensure timely and effective office operations, including assuring Facilities Operations phones are answered during daily work hours. The position is essential to the effective response of Facilities Management to emergent issues and vital to the time, resource and cost accounting of work performed by the department for the campus. Starting pay for this position is $13.95/hr.
Essential Duties & Responsibilities:
1. Handles a variety of general office functions such as mail distribution, ordering and inventorying office, copier and cell phone supplies, as well as tracking copier and cell phone leases within a database. Duties also include creating purchase orders, using a purchasing card, filing, and scanning, as needed.
2. Reviews TeleCom orders and enters them into the AiM (IWMS) system.
3. Enters and distributes Central Supply tank requests in ER Portal software program. May process inventory counter releases in AiM (IWMS) system.
4. Together with team members acts as the communications center and dispatch for FM trades staff. Receives, verifies, creates, prioritizes, and disseminates phone calls and enters data in AiM customer request portal. Requests are received in person, by mail, phone, fax, email, web site, etc. and may be generated by students, staff, faculty, administrators, visitors, etc.
5. Assists others with the calculation of final estimating process.
6. May assist with special projects, as needed.
7. May act as backup for other FM Operations team members.
8. May process sensitive or personal information, which may be of a confidential nature requiring adherence to appropriate University System policies regarding the handling of confidential information.
9. May input time, contract, equipment, and materials data into the AiM (IWMS) system as needed.
10. Acts as backup for importing materials data from Central Supply.
11. Provides clerical support to one or more FM trades shops as needed.
12. Works effectively and cooperatively with members of the Facilities Management staff, UMaine administration, the campus community, and external clients and customers.
13. Adheres to System and University policies and procedures as they pertain to the work being performed.
14. Operates a variety of office equipment and computerized systems in the daily execution of position responsibilities.
15. Typically requires reaching, standing, walking, sitting, talking, hearing, seeing, and repetitive motions. May require stooping, kneeling and lifting.
16. Performs other reasonably related duties as assigned.
17. Commits to organizational improvement by identifying opportunities to improve and recommending possible alternatives.
Knowledge, Skills & Qualifications:
1. Three years' work experience in a similar office setting performing similar duties strongly preferred.
2. Previous experience entering and manipulating data in a web-based work management system required.
3. Demonstrated ability to prioritize and manage workload.
4. Previous experience fielding a multitude of questions and requests quickly and efficiently.
5. Successful experience working in a fast-paced environment and demonstrated ability to sustain periods of high productivity preferred.
6. Proven experience interpreting and making decisions based on administrative and programmatic policies.
7. Proven experience working independently to meet deadlines with minimal direct supervision.
8. Demonstrated independent judgment and initiative.
9. Proven organizational skills and strong attention to detail.
10. Successful experience providing high quality customer service.
11. Excellent written and verbal communication skills required for interacting with a diverse departmental and campus population.
12. Effectively utilize office equipment and technology including computers (MS Office Suite preferred), printers, fax machines, scanners, and phone system to successfully perform position responsibilities.
13. Knowledge of facilities management operations within an institution of higher education preferred.
1. Appropriate pre-employment background checks required.
2. Applicants must submit a cover letter and resume detailing how former job responsibilities, skills and experience relate to the duties described above.
Work environment mainly includes working in an office setting with other staff within the Office of Facilities Management, which may include some fluctuations in office temperature (cold or hot at times). Work may also involve unpleasant odors, fumes, dust, poor lighting or ventilation on an infrequent basis. The position may require the ability to lift up to 30lbs rarely.
Full-time, regular 12-month appointment.
Monday ? Friday, 7:00am ? 3:30pm.
E&G Funded, on-going hourly position.
In accordance with the Clerical, Office, Laboratory and Technical (COLT) Unit Agreement.
Wage Band B22, Step 1
All UMS employees are required to comply with applicable policies and procedures, as well as to complete applicable workplace related screenings, and required employee trainings, such as Information Security, Safety Training, Workplace Violence and Sexual Harassment.
Appropriate background checks required.
The University of Maine is an EEO/AA employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, age, disability, protected veteran status, or any other characteristic protected by law.
UMaine is a tobacco-free campus. For more information and to apply online go to https://umaine.hiretouch.com/
Materials must be submitted via "Apply For Position". You will need to create a profile and application; upload a cover letter and a resume/curriculum vitae which fully describes your qualifications and experiences with specific reference to the required and preferred qualifications; and provide contact information for three professional references. Incomplete application materials cannot be considered. Review of applications will begin immediately and continue until the position is filled; however, applications received after the first screening date of April 27, 2018, will be considered at the discretion of the University.
Fiscal Year (12 Months)
Required Documents:
Cover Letter, References, Resume/CV

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