Department: Fac Svcs-Fac Svcs Support Svcs (127902)
College/Division: Administration and Finance
Salary Range: $2,539 - $4,120 per month.
The Facilities organization, a unit within the Administration and Finance division, is responsible for managing operations including construction, maintenance, and repair of University facilities. This position is within the Facilities Customer & Business Services department and supports the entire Facilities organization.
The primary purpose of this position is to provide administrative support to Facilities, act as department receptionist, and ensure the accuracy of the cost data entered into our Facilities Management Information System. Responsibilities of this position include general office, clerical and administrative support, entering and tracking labor and material costs, solving related problems, preparing standard reports and auditing data entry. This position will provide information to the campus community and general public, both by telephone and in person, and interpret campus/department policies and procedures.
he following examples illustrate typical work activities and are not meant to be all inclusive or restrictive:
Provide general office, clerical, and administrative support to Facilities personnel.
Answer main customer service line, referring to appropriate personnel when applicable.
Respond to inquiries from students, parents, faculty, staff and the general public which may involve interpreting policies and procedures and referring customers to the appropriate personnel.
Enter data into the Facilities Management Information System (FAMIS) to track costs for campus maintenance and repair requests.
Post labor and material costs to work orders while working with shop supervisors and individual employees to verify labor hour accuracy and close work orders when notified that work is complete.
Participate in testing of patches and upgrades to the Facilities Management Information System software.
Run audit reports to verify work orders, project chartfield string and billing types, work order and project status, and the accuracy of daily labor entries working with the campus community to resolve discrepancies.
Update and maintain the warehouse cycle count report, review data received from the warehouse, identify anomalies and accurately resolve discrepancies.
Support Facilities administrative positions as needed.
Provide support to Facilities staff and students on events and special projects while working in a team environment.
Perform clerical work assignments of moderate complexity involving independently implementing standard clerical procedures and practices such as stamping and sorting mail, maintaining files and records, securing the office, maintaining office equipment, preparing standard reports, and interacting with and solving problems for customers including staff, faculty and students.
Process lost and found items: Receive store and track items; return claimed items; appropriately dispose of unclaimed or low-value items.
Review shared email folder with Events Manager. Run and distribute unlock report.
Run Weekly R25 reports for Landscape Manager, Events Manager and/or Custodial Manager
Initial weekly review of space reservations. Alert Event Manager or Landscape Manager when urgent.
Create service requests based on supply rentals. Ensure billing is entered correctly and input information as needed. Provide excellent customer service to both internal and external customers.
Minimum Qualifications (Staff Only):
High school diploma or its equivalent. Type 45 wpm. Three years of general office support experience. (Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience.)
Thorough knowledge of and experience with standard office protocols, processes, procedures, and equipment.
Demonstrated dependability and ability to perform detailed work with a high degree of accuracy and efficiency.
Ability to read, write and perform arithmetic calculations at a level appropriate for the position and follow verbal and written instructions.
Ability to interact and communicate in an effective manner, as well as, establish and maintain cooperative working relationships with clientele such as students, staff, faculty and co-workers.
Ability to use tact and diplomacy to effectively handle a broad range of interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
Demonstrated ability to exercise initiative and work independently with moderate supervision.
Demonstrated ability to maintain a high degree of confidentiality.
Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
Strong computer skills including word processing, spreadsheet, database, email and calendaring software.
Ability to maintain records and files, retrieve data and prepare standard reports using manual and/or computerized record-keeping systems.
Ability to work well under pressure of deadlines and manage frequent interruptions in a fast-paced environment using a pleasant and professional manner.
Demonstrated ability to learn, interpret and communicate procedures, policies and information.
Ability to work in a team environment.
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
Experience using Microsoft Word and Excel, PeopleSoft, Resource 25, FAMIS and/or Answers.
***THIS POSITION IS OPEN UNTIL FILLED***
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work accurately and efficiently in an environment with constant noise and interruptions.
Ability to climb ladders/stairs, carry up to 30 lbs. and squat, kneel and lift items overhead.
Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs.
The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
This position classification has been defined as "Non-exempt" and is subject to overtime provisions of the Fair Labor Standards Act (FLSA).
May be required to complete a Supplemental Employment Application Questionnaire, which contains questions pertaining to conviction history, and submit it when requested by Cal Poly. This disclosure is confidential and will not necessarily preclude applicants from employment.
Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Please note: Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. Sensitive positions are those requiring heightened scrutiny of individuals holding the position based on potential for harm to children, concerns for the safety and security of people, animals, or property, or heightened risk of financial loss to Cal Poly or individuals in the university community.
About Us Cal Poly is a nationally ranked, four-year, comprehensive public university. Founded in 1901, the 6,000-acre campus is nestled in the foothills of San Luis Obispo, along California's scenic central coast and midway between Los Angeles and San Francisco. With a budget of $168.5 million, the university has a student enrollment exceeding 17,000 students and employs more than 2,000 faculty and staff members. Cal Poly is part of the 23-campus California State University system.
At California Polytechnic State University, San Luis Obispo, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly's values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility.
Cal Poly's commitment to diversity informs our efforts in recruitment, hiring and retention. California Polytechnic State University is an affirmative action/equal opportunity employer.
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About California Polytechnic State University, San Luis Obispo
Cal Poly is a nationally ranked, four-year, comprehensive public university, with approximately 17,500 undergraduate, 120 post-baccalaureate, and 900 graduate students. The Cal Poly community fosters teaching, scholarship, and service in a learn-by-doing environment where students, staff, and faculty are partners in discovery. Cal Poly has built an exemplary reputation on its learn-by-doing approa...ch to the preparation of undergraduate and graduate students. It is a distinctive learning community offering academically focused students a hands-on educational experience that prepares them for today's scientific and technical world. Cal Poly provides a balanced education in the arts, sciences, and technology, while encouraging cross-disciplinary and co-curricular experiences. U.S. News and World Report has ranked Cal Poly #1 among public master's universities in the western United States for 24 consecutive years. The University values free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility. As a campus, we welcome and nurture a rich array of different perspectives, ideas and cultures. We encourage international and multi-cultural education in order to prepare students for successful participation and competition in a diverse world and a global workforce. We believe that diversity of our students, faculty, and staff enlivens and enriches Cal Poly’s educational environment.