Office Assistant 2

Duties Description Fredonia's Facilities Services department seeks qualified candidates for a full-time, 12-month, Office Assistant 2, SG9, administrative support position. Working in a team-oriented environment and utilizing a working knowledge and understanding of SUNY and campus policies and procedures, the successful candidate will be responsible for a variety of duties that are not limited to, but will include the following:

• Serve as first point of contact for facilities services department by providing warm, professional courteous assistance to students, vendors, contractors, staff, faculty, and community members.
• Provide office support. Print, scan, copy, file, answer telephone calls/ transfer calls, check answer machine, take messages. Prepare meeting minutes as required. Maintain a clean, tidy and organized office area, file paperwork and records, order office supplies.
• Support, process and coordinate office functions as needed in an efficient and timely manner. Examples may include distribution of office mail, process department overtime record keeping and database entry, travel arrangement documentation, place routine service calls, coordinate two-way radio repairs, clear paper jams from printer, coordinate printer service. Process COS forms for department, schedule meetings as needed, make updates to department website as needed.
• Process department purchasing. Using requisitions and procurement card; create requisitions in FredMart, attach quote(s). Order items through Jagger as needed.
• Complete receivers in a timely manner. Resolve work problems related to vendor invoices/receivers. Keep accurate records related to purchase order/receivers. Maintain receipt files. Reconcile p-card transactions and request journal transfers as needed. Compile monthly reports for Director's review.
• Close out completed purchase orders working closely with accounting and purchasing departments. Support department end of year purchase order close out.
• Verify, maintain up-to-date records and request as needed, vendor paperwork including OGS Forms B&C, W9 and insurance documents.
• Manage fleet vehicle request forms, including van assignments. Verify LENS status process fleet key distribution, collect and input data monthly for vehicle recharges.

-Coordinate student key sign out - including processing of touch net and cash deposits and data entry in student key database.

• Generate, convert, close out and print work orders. Add new employees, remove inactive employees from database, update hourly rates. Charge parts to appropriate work orders.
• Other duties as assigned by Director.