OFFICE ASSOCIATE (UW SYSTEM EMPLOYEES ONLY) EXTENDED DEADLINE

OFFICE ASSOCIATE (UW SYSTEM EMPLOYEES ONLY)

Code: 11778 Posted: 05/04/2016

Office Associate
 Facilities Management Center (FMC)
OPEN TO CURRENT UW SYSTEM EMPLOYEES ONLY

The University of Wisconsin Parkside invites applicants for an Office Associate in our Facilities Management Center.

This is a part-time (60%), non-exempt, non-represented, University Staff position and will require a 6 month probationary period.  This position is only open current UW Parkside employees including project and temporary employees.

Reporting to the Director of Facilities Management, this highly responsible position is coordinates daily operation of work orders, provides support to the Financial Specialist, maintains campus CAD drawings, coordinates recruitment for department vacancies and provides administrative support for department head, departmental supervisors and staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

35% A. Data Processing

A1. Enter all labor and vehicle usage in TMA, Facilities Management's maintenance tracking software.
A2. Process work orders and notify staff of urgent requests.
A3. Track down discrepancies in work orders, determine if they are ready to be closed and close them out.
A4. Enter data into Excel and other software as directed by the Director and Facilities Management staff.
A5. Assist with TMA dataset maintenance.
A6. Enter maintenance, gasoline costs and mileage associated with Facilities Management's vehicles in TMA.
A7. Set-up and maintain gas pump cards for users and vehicles through an automated Hyper-terminal K-800 program.
A8. Update computer knowledge for applications as necessary.

25% B. Program Support

B1. Provide support to the Director, Assistant Director and staff of Facilities Management.
B2. Greet and receive visitors.
B3. Answer phones and direct callers to the proper party or respond to requests for information directly.
B4. Receive telephone trouble calls and dispatch via radio or written notification to appropriate Facilities Management department.
B5. Complete inventory and order office supplies.  Ensure all equipment is maintained, stocked and ready to use.
B6. Make copies of correspondence or records as requested.
B7. Sort and distribute incoming mail. Prepare outgoing mail.
B8. Verify and register monthly copier usage with business services.
B9. Compose correspondence, compile information and/or statistical data and generate reports as requested.
B10. Maintain and update Facilities Management's organizational chart.
B11. Provide assistance and back-up support to the Financial Specialist.
B12. Assist staff with computer issues and notify Campus Technology Services (CTS).
B13. Type letters, memos, reports, and specifications for professional staff.
B14. Assume and accomplish additional responsibilities relative to the Facilities Management Center operations, as requested.

20% C. Maintain /Organize Campus Buildings Drawings

C1. Utilize AutoCAD (computer aided drafting software) to update and modify existing campus building and grounds drawings.
C2. Organize and file drawings in storage area.
C3. Print drawings on plotter, as needed.

10% D. New Hire Support

D1. Coordinate phone calls, mailings and appointments.
D2. Prepare Position Action Request (PAR) forms, as requested.
D3. Contact and set up appointments for new job applicants. Prepare and arrange interview schedule.
D4. Assemble and send mailing packets with confirming application information for prospective new job applicants.
D5. Complete employee data forms and other personnel forms for new employees to submit to Human Resources as required.

5% E. Employee Records Organization

E1. Ensure employee records are current and organized.
E2. Track Limited Term Employment (LTE) hours to avoid an overage of hours worked.
E3. File copies of personnel paperwork as needed.
E4. Assist supervisors in processing employee evaluations and re-classes, filling out appropriate paperwork as requested.

5% F. Development and Maintenance Records, Files, and Records, Files, and Reports

F1. Develop and maintain files and records, including project files for departmental staff.
F2. Maintain and update as necessary Facilities Management Department Procedures files.
F3. Compose correspondence, maintain files of program related data, set up schedules and perform any related administrative support functions.
F4. Call in repairmen for office equipment as directed by supervisory staff.
F5. Make copies of correspondence or records as necessary.
F6. Retrieve files and records as needed.

REQUIRED KNOWLEDGE AND ABILITIES

Excellent interpersonal skills necessary to interact effectively with the public, coworkers and other University employees
Ability to interact professionally with a diverse and multicultural population
Knowledge and ability to learn new software
Excellent oral communication skills
Ability to learn, recall and apply policies, procedures and regulations
Ability to accurately complete tasks, including with multiple interruptions
Ability to successfully multi-task and handle stressful situations
Ability to work independently and exercise good judgment

*This position is responsible for money, university funds or accounts which hold financial information while ordering supplies.

ERGONOMIC REQUIREMENTS

Visual acuity to read, distinguish or detect small print or numbers on a sheet of paper or computer screen.
Ability to sit at a desk and work on a computer for extended periods of time.
Ability to lift or carry objects in awkward shapes or sizes, such as blueprints or drawings.

QUALIFICATIONS

Required:

  • Prior experience and proficiency in computer software programs (Microsoft Office products) 
  • Experience creating spreadsheets
  • Experience with office administrative procedures
  • Experience working with the public
  • Excellent written communication skills

Preferred:

  • Inventory experience
  • Purchasing experience
  • AutoCAD training and experience to modify existing drawings 

SALARY AND BENEFITS

Minimum hourly pay of $13.185 based upon qualifications and experience. The UW System provides a liberal benefits package, including participation in a state pension plan.

Deadline to apply is 11:59 pm Friday, June 17, 2016.

* Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/summaries/Univ-staff.pdf
* Total Compensation Estimator: https://www.wisconsin.edu/ohrwd/benefits/totalcomp/

APPLICATION PROCESS

All applications are to be submitted electronically through our employment portal. 

STEP 1: Log in to the My UW System Portal @ https://my.wisconsin.edu  Employees who have access to HRS can log into HRS, then navigate to: Self Service > Recruiting Activities > Careers.

If you have questions about how to apply from the Self Service Careers site, please go to https://kb.wisc.edu/hrs/page.php?id=21544 

STEP 2: Select "Office Associate" and submit each bullet point as a separate file/attachment.

- Cover letter specifically addressing the required and preferred qualifications
- Resume
- Names and contact information for three references

STEP 3: You must select "SUBMIT". Selecting "Save" will not forward your application materials to the search committee. Once submitted, you will not be able to edit or attach any additional application materials.

CONTACT INFORMATION

If you have any questions or concerns, please contact:

Jennifer Wagner
Facilities Management Center (FMC)
Office: (262) 595-2576
Email: wagner@uwp.edu

LEGAL NOTICES

UW-Parkside is an AA/EEO employer. Individuals from diverse backgrounds are encouraged to apply.

It is the policy of UW-Parkside to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance or accommodation in applying because of a disability, please contact the Office of Human Resources at 262-595-2204. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual's disability.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7). 

Contact Name: Jennifer Wagner

Contact Phone: (262) 595-2576

Contact Email: wagner@uwp.edu

900 Wood Road · P.O. Box 2000 · Kenosha, WI 53141-2000 P 262-595-2345