Administrative assistant

Job Title : Custodial Administrative Assistant

Department : Custodial Services

Classification : Non-Exempt

Grade : 8

FTE / Working Schedule : 1.0

Position Overview :

This full-time (1.0) FTE position supports all department supervisors and union members. This position is an on-campus, first point of public contact for Custodial Services through continuous contact with staff, students, faculty, parents, visitors, vendors, and contractors.

The person in this position will provide administrative support for one custodial services manager, two custodial supervisors and 55 custodians.

The Custodial Services department is part of Carleton College’s Facilities and Capital Planning department. Our services include using sustainable green products.

We work toward creating clean, comfortable and safe environment for our student, faculty and staff.

Essential Job Functions / Responsibilities :

Customer Focus :

Provide excellent customer service to supervisors, co-workers, contractors, delivery personnel, faculty, staff and students.

Provide support to custodial manager and supervisors in maintaining and updating seniority lists, job posting and bidding processes and support custodial supervisor with hiring of student workers.

Attention to Detail :

Generate and forward work orders. Create graphs from the work order system for custodial monthly and quarterly measures.

Process and calendar custodial leave slips.

Review custodial time entries for accuracy.

Review union pension and seniority hours with payroll department for accuracy.

Process Employee Incident Reports and keep employee incident files updated.

Create purchase order requisitions and review statements for accuracy.

Process and review monthly building inspection forms and graph for custodial measurement.

Process campus waste pick up schedule and review billing. Also, provide weight reports as needed and assist Sustainability Program Coordinator in completing waste reports and surveys.

Schedule trips, training courses, safety records, workshop arrangements, etc. for individual and department staff development.

Communication : Written and Interpersonal :

Act as the liaison between the custodians and the supervisor and serve as the custodial dispatcher.

Responsible for events billing using the campus scheduling system. Generate reports as necessary from the campus scheduling system.

Update employee training manuals including square footage and Safety Data Sheet (SDS) and manuals.

This position will require working in a fast-paced work environment with interruptions. Prioritize projects, stay results focused and provide updates on projects to managers, stakeholders or customers.

Technology Skills :

Microsoft Word and Excel Publisher, Blue Beam, Google Docs, Zoom, and internet navigation.

Demonstrate the ability to learn new software programs and stay current with updated technology (i.e. Facility Wizard, etc.).

Describe Supervision Received and Exercised :

This position does not exercise direct supervision.

Education / Experience / Skills :

Required :

An Associate degree and two years of experience providing administrative support in a mid-size to large organization. OR High school diploma / GED and four years of experience providing administrative support in a mid-size to large organization.

Must have advanced level of Microsoft Word and Excel experience.

Preferred :

Experience working in a similar organization.

Advanced level of experience utilizing Microsoft Word, Excel, Publisher, and Gmail Suite.

Experience with prioritizing projects and providing updates on projects to managers, stakeholders or customers.

Experience working in a fast-paced environment combined with the ability to manage projects and stay organized.

Experience reviewing supply orders and creating purchase order requisitions.

Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels.

NOTE : This job description is not intended to be all-inclusive. Employee may perform other related duties to meet the ongoing needs of the organization.

Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

Carleton College is an AA / EEO Employer : We are committed to developing our staff to better reflect the diversity of our student body and American society.

Members of underrepresented groups are strongly encouraged to apply.

Staff Salary and Benefits : The selected finalist’s salary will be based on the candidate’s qualifications, internal pay structure, and our overall compensation package.

Carleton offers a generous benefits package, including comprehensive medical, dental, and vision insurance, 403(b) retirement plans with a 10% employer contribution with immediate vesting, a health savings account with a college contribution, a generous paid time off package, as well as access to many other campus amenities.

Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota.

Nationally recognized as the nation’s top college for undergraduate teaching, Carleton is known for its academic rigor, intellectual curiosity, and sense of humor.

Carleton offers 33 majors and 38 minors in the arts, humanities, natural sciences, mathematics, and social sciences.

Last updated : 2024-11-26