Job Details
Job Location
Illinois College - Jacksonville, IL
Education Level
High School
Travel Percentage
Negligible
Job Shift
Day
The Office Assistant is a customer-oriented presence in the Office of Facilities Management. This individual is responsible for staffing the front desk and providing clerical support for the Director of Facilities Management and the Office Manager and Department Managers.
Essential Functions:
The following list of duties is meant to be representative of the work performed in this position. The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related or a logical extension of position responsibilities.

• Performs clerical duties which include receiving and screening incoming telephone calls and mail, word processing, and calendar management
• Acts as the Facilities Management Section dispatcher using digital and analog radio transceivers to dispatch Maintenance and Custodial staff for calls for service
• Checks contractors and visitors in and out of the campus
• Issues building keys and badges to contractors and visitors
• Oversees the building key and gas card inventory tracking and system organization
• Tracks School Dude work order and system organization, including creating and entering daily work orders in the School Dude work order system; filing hard copies of all documentation
• Assists maintenance staff in communicating with faculty, staff, and vendors to complete work orders
• Manages travel service system organization and basic functions: making reservations, filing paperwork, checking travel packets in and out, checking gas cards, ensuring driver certification compliance, tracking gas card inventory, and managing the maintenance and repairs on all campus vehicles.
• Assists with contacting vendors regarding billing discrepancies and questions
• Prepares and revises documents and spreadsheets for office as needed (vehicle listings, student work schedules, after hours on call list for custodial and maintenance, utilities, front desk master key list, etc.)
• Assists with processing departmental daily check requests
• With oversight from the Office Manager, processes all student worker employment paperwork, including the Student Employment Contract, timecards, recording the time on timesheets, and forwarding to the Student Work Office
• Places orders for office supplies for the Facilities Management office
• Processes Requisitions for annual contract expenses
• Oversees campus ID preparation and activation for faculty and staff

Qualifications:

• High school graduate, or equivalent, required
• Valid drivers license and evidence of insurability, required
• Demonstrated experience with administrative and clerical procedures
• Extensive experience with computers, including proficiency with Microsoft Office products, required
• Knowledge of customer service principles and practices
• Intercultural competency: ability to work with individuals from diverse backgrounds
• Excellent verbal and written communication skills
• Professional presentation
• Excellent organizational and planning skills, ability to manage tasks with competing demands, and ability to adapt to changing priorities
• Attention to detail
• Reliable
• Ability to maintain confidentiality at all times
• Pleasant personality

Additional Job Details:
Job Title: Office Assistant
Department: Facilities Management
Reports to: Manager of Facilities Management
Status: Full-Time, Hourly
About Illinois College:
Illinois College is a residential, private liberal arts college located in the heart of Illinois, 70 miles northeast of Saint Louis, Missouri, and 30 miles west of Springfield, the capital of Illinois. True to its founding vision in 1829, Illinois College is a community committed to the highest standards of scholarship and integrity in the liberal arts. The College develops in its students qualities of mind and character needed for fulfilling lives of leadership and service, fostering academic excellence rooted in opportunities for experiential learning while preparing students for lifelong success.