Staff Positions

Posting date 11.08.13

Office Coordinator

Essential Functions:

  • Manage inventory control. Supervise Warehouse Clerk; forwards monthly report to the business office for month-end closeout.
  • May supervise clerical work study student.
  • Assist with maintenance of campus lock inventory and software.
  • Maintain campus and facility records for Facilities Services department.
  • Answers telephones, base station with 15 radios and processes emails.
  • Greets visitors to the Facilities Services building.
  • Types all correspondence.
  • Processes and distributes internal and external mail for the department.
  • Responsible for $500.00 Petty Cash.
  • Proficient in Excel, Jenzabar and Outlook. Has knowledge of Office 2003, Word, and PowerPoint.
  • Purchases and maintains supplies for office, equipment and break room.  Responsible for copier, fax machine and any other office equipment.
  • Administers time system and distributes paychecks.
  • Maintains manual general ledger on a daily basis and reconciles each month with the business office. This includes tracking expenses for individual budgets associated with the Facilities Services department (dorms, apartments, kitchens, grounds, construction, etc.). Sends a report to the Director weekly.
  • Responsible for Purchase Order Numbers and check requests; ensures timely handling to be sure that bills are paid on time and discounts are taken where applicable.
  • Work Orders – Assigns work orders to proper person(s). Tracks and bills costs to departments as appropriate. Tracks time to completion for each work order; provides reports to Director of Facilities Services.
  • Plans and organizes any special activities such as: Birthdays, Christmas, etc.
  • Schedules all transportation requests. Prepares statements and sends to each department and the business office for month-end close.
  • Orders, tracks, analyze and reports fuel usage. Forwards report to the business office for month-end close.
  • Maintains employee bulletin board in an up-to-date manner.

Secondary Functions:

  • Other duties as assigned by the Director of Facilities Services.
  • Work overtime as needed.
  • Maintains the highest level of confidentiality concerning all matters in the Facilities Services Office and does not discuss any information obtained through work in a campus office. 

Knowledge, Skills and Abilities Required:

  • Graduation from high school or equivalent.  Some University is preferred.  Experience and education may be substituted for one another.
  • Prior experience working in a professional office environment.
  • Ability to accomplish tasks independently and with minimal supervision.
  • Ability to perform several tasks concurrently with ease and professionalism.
  • Familiarity and experience with general office equipment - telephones, computer system, Internet, facsimile machine, calculator, typewriter and copier.
  • Ability to type 50 words per minute using MS Word. Must be experienced in Excel spreadsheets.
  • Knowledge of file development and maintenance.
  • Strong organizational, interpersonal, written and communication skills.
  • Ability to compose correspondence and produce reports in a timely manner.
  • Ability to work as a team member toward the common goal of the University.
  • Provide excellent customer service to all.

 

Schreiner University
Human Resources Office
CMB 6233
2100 Memorial Blvd.
Kerrville, Texas 78028
hr@schreiner.edu
 
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