Secretary to Maintenance & Grounds

Under general supervision, this full-time staff position provides general secretarial, clerical, and technical support to the Maintenance and Grounds Office including typing, recording meeting minutes, filing, reviewing, updating, processing, and verifying various financial and fiscal records, forms, and reports **PRINCIPAL DUTIES AND RESPONSIBILITIES:** - Answers the phone, take messages, and handles office mail; - Ensures the daily operation of the Maintenance Office by planning and organizing office operations and procedures; - Maintains departments main calendars and communicates with Campus PD new weekend On-Call schedules and any changes made to schedules; - Greets and receives visitors; determines needs and provides necessary information or directs to appropriate information sources. - Logs and routes maintenance work orders; - Gathers, monitors, and processes financial records and reports; - Monitors and verifies employee information. - Creates and monitors work order in related software ( as an Administrator) - Creates and submits purchase orders in related software (Anthology) - Schedules and monitors events in buildings. - Maintains a log in which to keep track of the department’s employee’s sick, personal and vacation leave which is submitted to HR/Payroll. - Logs telephone work orders; routes orders and information to appropriate Maintenance personnel. - Gathers information, types, proof reads, copies and processes monthly gasoline consumption reports. - Monitors departmental budget. - Balances line item expenditures and creates monthly balance sheet. - Types and updates equipment ID profiles for each university building for maintenance management. - Maintains and updates file for order forms. - Maintains and updates current listing of maintenance vendors. - Maintains and updates purchase order file for Maintenance, grounds and dormitories. - Logs requests for computer, copy machine and telephone repairs; arranges for professional repair technician as needed. - Receipts materials delivered as needed. - Creates and prints purchase orders from all departments of the University of Rio Grande and Rio Grande Community College. - As a Buyer (for some departments) places orders with the vendor. - Maintains a log of the vendors and their contact information. - Establishes communication with the order requesters so they can maintain accurate records. - As a Buyer, tracks orders when needed. - Updates Inventory lists as department materials arrive or are used. **MINIMUM QUALIFICATIONS:** - Associate’s degree or high school plus two years of college; 1 to 3 years of related experience (or combination of education and experience) - Knowledge of modern office procedures and methods. - Strong knowledge and experience with computer and software applications (including Microsoft Office). - Excellent oral and written communication skills required. - Willing to participate in special training programs and classes (as required) and demonstrate an ability to work with a diverse population, establish priorities, and work independently in a fast-paced office environment. **APPLICATION INSTRUCTIONS:** Qualified applicants must send a cover letter and resume, transcripts, as well as the names and contact information of at least three (3) professional references, to the Director of Maintenance, and Grounds. For full consideration, application materials must be submitted through the University's online applicant tracking system. Review of applications will begin immediately. Position is open until filled. Background check required prior to hire. For additional information about Rio, please visit: [www.rio.edu](http://www.rio.edu/) *The University of Rio Grande/Rio Grande Community College is America's unique private/public institution of higher education designed to provide learners the opportunity to attain a high-quality, high-value education. Our personalized, learner-centered environment promotes successful lives, careers, and respons…