Key Control Specialist

The Key Control Specialist is responsible for managing access control systems at the College. The Key Control Specialist reviews and processes requests for access, tracks and audits issued devices, receives returns, manages inventory, and provides general administrative support for the Facilities department. The Key Control Specialist demonstrates strong attention to detail, the ability to follow complex procedures, a commitment to maintaining security and confidentiality protocols, and skill in researching and resolving discrepancies.

Duties and Responsibilities:

• Serves as a point of contact and subject matter expert regarding issues pertaining to access
• Fulfills approved requests for access to college property, which may include physical keys, card access, pin codes, and/or lockbox access
• Processes access-related work orders in a computerized maintenance management system
• Audit and inventories access control devices on a regular basis. Performs quarterly key inventory
• Processes termination report on a weekly basis to ensure access devices are returned
• Prepares report of keys in review in preparation for determination of keys that will be destroyed or kept in inventory on weekly basis
• Documents all access control transactions in various systems
• Reviews backlog of work orders pertaining to documents and/or access devices needed on a weekly basis
• Prepares and distributes Access Devices to Key Stations biweekly
• Reviews and deactivates Access Devices for inactive employees on a weekly basis
• Ensures the removal of on-hand keys that are no longer authorized for issuance as needed
• Cross-references a variety of reports, databases, and paperwork to identify and resolve discrepancies via EBI (Enterprise Building Integrator), FAMIS (Facilities Management Information System), and TrakaWEB. Maintains assigned various databases
• Maintain confidential records, files, and databases in accordance with established procedures
• Prepares, drafts, and proofs reports and spreadsheets. Researches and prepares analyses of various topics as requested. Maintains confidential records, files, and databases in accordance with established procedures
• Drafts procedure and training documents for areas of responsibility
• Assists in overseeing student aides and temporary employees within the unit
• Provides backup support to Front Desk and Access Control Specialists. Acts as a backup or support to immediate colleagues as needed
• Performs all other duties and responsibilities as assigned or directed by the supervisor

Job Requirements:

• High school diploma or GED and
• One to three years of related experience and
• Valid and Current Arizona Driver’s License

or

• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above

Preferred:

• Associate’s degree
• Three to five years of related experience

The ideal candidate will have the following knowledge, skills and abilities:

• Maintaining confidential information and records
• Inventory control practices
• Computers and applicable software
• Electronic research methods
• Customer service principles
• Applicable local, state and federal laws and regulations and compliance as it relates to area of assignment
• Auditing/monitoring practices
• Supervisory principles
• Training techniques
• Modern office equipment
• Adapting to rapidly changing environments
• Solving problems
• Attention to detail
• Critical thinking
• Coordinating and executing multiple tasks
• Managing stressful situations
• Analyzing and compiling information
• Preparing detailed reports
• Applying policies and procedures
• Providing excellent customer service
• Using computers and applicable software
• Processing payment transactions
• Using modern office equipment
• Balancing and reconciling transactions
• Resolving reporting discrepancies
• Monitoring and evaluating employees
• Prioritizing and/or assigning work
• Communication and interpersonal skills as applied to interaction with coworkers, supervisor, the public, etc. sufficient to exchange or convey information and to receive work direction