Auxiliary & Facilities Service Officer, 0097412T (Mailroom)

Description

Title:                                                 Auxiliary & Facilities Service Officer                               
Position Number:                           0097412T 
Hiring Unit:                                      Administrative Affairs, Operations & Maintenance
Location:                                          UH Maui College              
Date Posted:                                   February 18, 2025                      
Closing Date:                                  March 05, 2025                                 
Salary:                                               Salary schedules and placement information
Additional Salary Information:   Pay Band A: Minimum $4,307/month
Full Time/Part Time:                      Full Time                  
Temporary/Permanent:                Temporary   
Funding:                                          Special                                
 
Other Conditions: 
Under the general supervision of the Auxiliary Services Manager, assists with the day-to-day operations of the Mail Room at University of Hawaii Maui College (UHMC).

This is NOT a remote position – job requires in-person work.  
 
Continuation of position is dependent on operational needs and funding renewal.

Duties & Responsibilities:
(**denotes essential functions)

1. **Assists with the operations of the Maui College mailroom in accordance to Federal United States Postal Service (USPS) guidelines. 
   1. Responsible for the operation of the Maui College Mail Facility, which encompasses the receipt and delivery of mail from USPS, Federal Express (FedEx), United Postal Service (UPS) and various Freight Companies, etc.
   2. Sorting of mail, parcels and/or packages with proper documentation of receipt, notification to recipients, distribution to proper mailboxes and assist in distribution of these mail, parcels and packages within the mailroom.
   3. Establish comprehensive operating procedures that complement United States (U.S.) postal regulations for the proper handling of mail and the correct use of postal forms and postage metering of outgoing mail.
   4. Management of the postage machine, servicing equipment and assure funds for postage.
   5. Manage mailroom housekeeping in a clean and organized manner under the direction of Auxiliary Service Manager.
2. **Responsible for campus telecommunication operator service to include but not limited to dispatching, receiving/making emergency calls / information via two-way radio, land-line and/or cellular phone. 
   1. Post Maui Announcements communications as directed by Supervisor.
   2. Work with UH Systems for updating messaging system, troubleshooting and repairs
   3. Manage and update Maui Campus directory.
3. **Responsible for Operations & Maintenance (O & M) Purchase card (P-card) processing to include but not limited to parts procurement, requisition generation and management, reconciliation, management of shipping and receiving using the Financial System in place.
   1. Works in tandem and closely with Maui College Business Office and Office of Extramural Programs.
4. **Responsible for daily O & M computerized maintenance management system (CMMS) and associated functions and programs to include training, education, new user setup and assuring CMMS is fully functional and updated with most recent version.
   1. Manage work order (WO) processing to include WO generation, distribution and closure.
   2. Creates reports when required under the direction of Auxiliary Service Manager
   3. Generate preventive maintenance (PM) and predictive maintenance (PdM) work orders and scheduling.
   4. Communicate with campus users, Information Technology (IT) and UH Systems for training, upgrades, servicing and repairs of CMMS system
   5. Implement and update renewals such as permitting, contracts, environmental and safety governmental programs on CMMS scheduler; implement PM & PdM tasks, set triggers (date, miles, fuel usage, etc.) and distributes WO
   6. Works and communicates daily with O&M staff and leadership.
5. **Perform general office management and administrative functions as assigned, such as but not limited to:
   1. Oversee and manage Student Employment Cooperative Education (SECE) hiring and payroll oversight to include posting of positions
   2. Oversee E-travel and travel arraignments for O & M staff to include securing and scheduling flights and ferry transportation.  Documentation, on line E-travel processing, travel payments and reimbursements.
   3. Assist with Development of O & M policies, procedures and standard operating procedures.
   4. Assist Maui College Human Resources with O & M deliverables such as, but not limited to uniform and shoe allowances, training, emergency hire processing.
   5. **Assist and support Maui College Business Office and Office of Extramural programs in Purchase Order (PO) processing, P-Card processing, Procurement processes, O & M invoicing, reconciliations, equipment/asset inventory identification processes, renewals, contracts and agreements, etc.
6. Other Duties as Assigned

Minimum Qualifications: 
Education and Professional Work Experience:

• Possession of a baccalaureate degree or any equivalent combination of education and/or professional work experience that provides the required education, knowledge, skills, and abilities as indicated. 

Knowledge, Skills and Abilities:

• Functional knowledge of principles, practices, and techniques in the area of Computerized Maintenance Management Systems demonstrated by knowledge, understanding, and ability to apply concepts and terminology. 
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems associated with Mailroom Operations. 
• Demonstrated ability to recognize problems, identify possible causes, and resolve the full range of problems that may commonly occur in the area of Mailroom Operations and or PBX Operator functions. 
• Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members, and individuals.
• Demonstrated ability to operate a personal computer and apply word processing software (i.e. Microsoft applications, but not limited to).

Desirable Qualifications: 

1. Able to develop and implement organized filing processes and utilize modern methods, techniques, tools and equipment 
2. Able to develop and understand spreadsheets and technical writing
3. Able to lift minimal 30# of weight in various configurations
4. Organized and good housekeeping methods and techniques

1. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with Federal Mailroom operations. 

 Inquiries:         
Name:               UH Maui College, Human Resources
Phone:              808-984-3381
Email:               maui-hr-l@lists.hawaii.edu
 
INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED  
 
To Apply:
 Click on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents. In addition to the Application, applicants must attach the following:
 

1. A one- to two-page statement outlining ways in which you meet the minimum and desirable qualifications; 
2. Official graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position (copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire.) Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. The expense of the evaluation shall be borne by the applicant.

• Academic record/grade summaries will NOT be accepted.
• Diplomas and copies will NOT be accepted.

1. Resume
2. Three (3) professional references with contact information (including email addresses)
3. Optional letters of recommendation.

 Incomplete applications will NOT be considered.
 
NOTE:  

• The application will be incomplete if materials are unreadable, illegible, password protected, missing, or corrupted; therefore, late or incomplete applications will not be considered.  All requested documents/information become the property of Maui College and will not be returned.
• Please do not include any self-identifying photos and redact any references to confidential information on submitted documents (social security number, date of birth, etc.).

If you have not applied for a position before using NEOGOV, you will need to create an account.
 

EEO, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status.  For more information, visit:  https://www.hawaii.edu/offices/eeo/policies/

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.
 
In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.
 
 In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status. 
 
Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link:https://www.hawaii.edu/offices/eeo/accommodation-request/   

Salary : $4,307