What are the responsibilities and job description for the Administrative Professional 2, Building Services/Facilities Management, Office of Facilities position at Ohio Department of Commerce?

What You Will Do :

Provide internal and external customer service (e.g., back-up lobby coverage, answers phones, communicate to customers via email, video conference calls, Instant messaging via TEAMS software
Building Services duties (e.g., sorts and distributes all incoming mail / packages delivered to Mail Center and loading dock. Processes all outgoing mail and packages using various equipment and software applications, delivers mail to Post Office, coordinates recycling program and delivers & replaces secure document destruction)
Financial responsibilities, Budget Prep and Tracking (e.g., responsible for all utility billing (Electric., Gas, Sewer & Water) for all Central Office locations (Headquarters, ODOT Aviation, West Broad St. Complex); Facilities Maintenance invoicing from all vendors and contractors, Utilize State Credit Cards and Purchase Orders)
Facilities Maintenance and Building Services Inventories (e.g., Personal Property, Consumable and Real Estate inventories for Central Office Facilities; Count and track all inventory items; Utilize internal software applications (EIMS Reporting, Hummingbird / GQL, Fixed Assets software application)

Who we are looking for :

Team player

Positive attitude

Dependable

Good communicator

Official Position Description :

In Office of Facility Maintenance, relieves superior of routine administrative duties (e.g., researches, analyzes, & monitors all purchase activities; ensures compliance with established purchasing requirements; reviews & processes all invoices for payments; provides research for any found discrepancies & requests corrected invoices; notifies supervisor of unresolved issues; updates / maintains related facility management system(s) for tracking of purchases. Monitors / maintains Division of Facilities Management inventory (e.g., manages current Inventory Control System, Enterprise Information Management System (EIMS), & / or future statewide facility management system(s)). Uses computer & related software (e.g., SharePoint, Outlook, Excel, EIMS, work order entry system or future statewide facilities management system(s)) to enter data (e.g., facilities operations, service purchases, inventory & time documentation, & maintenance work orders & records) & monitors & maintains accordingly. Performs public relations duties for Facilities & / or Mail Center (e.g., monitors contractor keys; answers building maintenance telephone; manages dock access for internal & external delivery of supplies; responds to inquiries or complaints & provides information to internal & / or external personnel. Processes utility invoices / Electronic Data Interchange (EDI) payments from various vendors for multiple locations; monitors monthly to ensure all related utility invoices have been received; contacts supplier when requests for payment are not received; inputs all utility data in designated tracking database(s); creates & processes utility payment invoice / Intrastate Transfer Voucher (ISTV) requests; monitors records for receipt of payment. Monitors & maintains all purchase / operations vendor files. Monitors purchase order records to ensure no lapse in coverage; notifies appropriate supervisor of purchase order status.

Receives, inspects, stores, tracks status, & records new materials, supplies & equipment in Agency Mail Center for distribution throughout Central Office (CO) & District Offices; facilitates loading & unloading of supplies & equipment for shipment or delivery to various facilities & / or assists District pony drivers with loading / unloading supplies & equipment; operates forklift & / or other equipment (e.g., hand truck, delivery cart) to move stock & / or stock equipment. Delivers bulk items to CO Building (e.g., office supplies, copy paper, recycle bins, maps) & / or uses flatbed truck to make special deliveries or pickups statewide.

Conducts physical & annual inventories to verify accuracy of inventory systems & to monitor asset / supply movement. Prepares all types of mail & supplies for mailing (e.g., ensures proper postage wraps plans & various other packages, prepares overnight & certified mail). Collects salvage items from CO complexes (e.g., Aviation, West Broad St. Complex); maintains recycled materials for CO (e.g., aluminum, paper, cardboard, scrap metal); cleans & organizes warehouse (e.g., sweeps, collects pallets, washes & gases forklifts & rack truck). Creates simple reports & spreadsheets using computer & related software (e.g., Microsoft Word, Excel). Creates & issues badge access. Assists front desk (e.g., greets visitors, issues, badges, answers phones) Performs other work-related duties as assigned (e. g., files work requests, sorts / distributes section mail, mails informational packages, purchases & inventories office supplies, maintains & updates job duty manuals, assists with training new employees).

At the State of Ohio, we take care of the team that cares for Ohioans. We provide a variety of quality, competitive benefits to eligible full-time and part-time employees

For a list of all the State of Ohio Benefits, visit our Total Rewards website ! Our benefits package includes :

Medical Coverage

Free Dental, Vision and Basic Life Insurance premiums after completion of eligibility period

Paid time off, including vacation, personal, sick leave and 11 paid holidays per year

Childbirth, Adoption, and Foster Care leave

Education and Development Opportunities (Employee Development Funds, Public Service Loan Forgiveness, and more)

Public Retirement Systems ( such as OPERS, STRS, SERS, and HPRS ) & Optional Deferred Compensation ( Ohio Deferred Compensation )

Benefits eligibility is dependent on a number of factors. The Agency Contact listed above will be able to provide specific benefits information for this position.

Qualifications

18 mos. exp. or 18 mos. trg. in secretarial / administrative professional field.

Or completion of associate core coursework in secretarial science or business office applications from accredited career school or community college.

Or 6 mos. exp. as Administrative Professional 1, 16871.

Or equivalent of Minimum Class Qualifications For Employment noted above.

Job Skills : Administrative Support / Services

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Administrative Professional 2, Building Services/Facilities Management, Office of Facilities

What are the responsibilities and job description for the Administrative Professional 2, Building Services/Facilities Management, Office of Facilities position at Ohio Department of Commerce?

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