Facilities Support Specialist (2 Positions)

Facilities Support Specialist

Assist with the daily administrative operations of the Facilities Department on the Norfolk Campus. Provides clerical, technical, and administrative and project support in all phases of the Facilities Department. The Administrative Assistant will be responsible for ensuring the efficiency and smooth operations for their assigned supervisor and their department. Duties require independent judgment with an understanding of Facilities Department functions, procedures and terminology. This recruitment is to fill 2 positions; 1 position Norfolk Campus & 1 position Portsmouth Campus.

Functional Responsibilities:

• Enter and monitor purchase orders, term contracts, and perform other basic accounting tasks ensuring accuracy and meeting all established deadlines following SSC rules and regulations.
• Prepare proof and edit documents, correspondence, spreadsheets and reports as directed ensuring accuracy and meeting all established deadlines.
• Regularly processes invoices for the Facilities Department including creating purchase orders, following them to completion and submission to Fiscal Services for payment. Process invoices in a timely manner on goods/services received and complete to expedite payment in accordance with Virginia Prompt Payment Act.
• Maintain files on all purchase orders and state contracts.
• Process purchase orders into the state ordering system. EVA orders will be processed in a timely, accurately following all SSC/VCCS regulations.
• Able to enter EVA requests into School Dude, create work orders, and close work orders.
• Answers and direct phone calls, take messages, and field/answer all routine and non-routine questions.
• Responsible for ordering and maintaining office supplies, securing and maintaining office equipment, establish and maintaining a filing system, sorting and distribution of mail, creating and maintaining an accurate calendar.
• Maintain an accurate 1500 hour spreadsheet for assigned employees per campus level.
• Oversee the purchase of personal protective equipment such as safety shoes, foul weather gear, and uniforms.
• Check E-mail daily and respond promptly to avoid delays.
• Prepare travel arrangements and employee memberships as required.
• May occasionally be required to utilize personal vehicle for College business.

Minimum Qualifications:

• Knowledge of and ability to use a variety of PC-based software including e-mail, word-processing, spread sheets, database and power point.
• Knowledge of accounting principles, purchasing requirements and basic contract law.
• Knowledge of office procedures, office professionalism, office etiquette, and office management in an automated environment.
• Ability to perform general clerical skills including filing, typing, and editing.
• Strong organizational planning skills.
• Knowledge of effective customer service techniques.
• Knowledge of budget/financial management practices and techniques.
• Ability to communicate effectively, both orally and in writing.
• Ability to apply appropriate customer service techniques, use sound judgment to resolve vendor-related issues.
• Ability to work independently or in a team environment on daily operations and special projects concurrently.
• Ability to prioritize workload, anticipates and meets deadlines, responds to changing priorities, and manage multiple projects.
• Ability to complete daily required duties and tasks using professionalism, confidentiality, and good judgment.
• Valid Driver's License.

Additional Considerations:

• Knowledge of Electronic Virginia (eVA), HRMS, School Dude, Inventory Direct, and State P-Card Procedures

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer