Montana Jobs

facebook youtube linkedin
Mobile Montana Labor & Industry Mobile Logo

Job Information

Montana State University-Northern Administrative Associate III - Physical Plant in Havre, Montana

Administrative Associate III - Physical Plant

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button.

If you would like to bookmark this position for later review, click on the Bookmark link. If you would like to print a copy of this position for your records, click on the Print Preview link.

Bookmark this Posting | Print Preview | Apply for this Job

Position Details

NBAPOSN Title Admin Assoc III

Working Title Administrative Associate III - Physical Plant

Brief Position Overview

Provides assistant to the Physical Plant Director and Assistant Physical Plant Director. Assisting with both administrative and logistic duties, including customer requests and maintenance work order processing; inventory and supplies, reconcile receipts and accounts, event scheduling and coordination of daily communications with the maintenance, custodial and grounds personnel. The Administrative Associate III is responsible for performing routine and unusual, or less common clerical work and administrative functions such as creating or editing correspondence, overseeing multiple work schedules, organizing and maintaining paper and electronic files, reconciling bills, running and formatting reports, and providing more complex information to internal and external customers. May include website updates and maintenance. Serves as receptionist for the department.

MSUN will only consider applicants who are authorized to work in the US and MSUN will not sponsor applicants for work visas.

Position Number

Department Facilities Services

Division Finance and Administration Division

Appointment Type Classified

Contract Term Fiscal Year

Semester

If other, specify From date

If other, specify End date

FLSA Non-Exempt

Union Affiliation AFSCME

FTE 1

Benefits Eligible Yes

Compensation Hourly

Salary $13.00/hour

Contract Type Classified Hourly

If other, please specify

Recruitment Type Open

General Statement

Provides assistant to the Physical Plant Director and Assistant Physical Plant Director. Assisting with both administrative and logistic duties, including customer requests and maintenance work order processing; inventory and supplies, reconcile receipts and accounts, event scheduling and coordination of daily communications with the maintenance, custodial and grounds personnel. The Administrative Associate III is responsible for performing routine and unusual, or less common clerical work and administrative functions such as creating or editing correspondence, overseeing multiple work schedules, organizing and maintaining paper and electronic files, reconciling bills, running and formatting reports, and providing more complex information to internal and external customers. May include website updates and maintenance. Serves as receptionist for the department.

Duties and Responsibilities

  1. Financial Management: Knowledge of department budget accounts as well as the Operation Ledger Activity. Reconcile VISA Purchases; Pay all invoices with BPA or VISA; Process invoices for payment; Log and code all VISA purchases; Document and monitor gas purchases; Reconcile monthly gas statement
  2. Provide high-level admin support: Inventory supplies and equipment; Check keys in and out; responsible for campus wide key inventory; Have new keys made/distributed; Purchase supplies; Answer telephones; Prepare correspondence and documents; Maintain various types of files including Contractors Insurance files and database.
  3. Work Order Management: Coordinates the work order management system, receives customer work order requests, processes work orders. Determines emergencies, assigns to the appropriate craftsman, including scheduling or assigning to various contractors. Enter labor, materials and other charges to complete work orders. Reporting on a monthly basis of all work orders performed throughout the campus buildings. Accountable for facility repair, maintenance, custodial, & grounds departments. Address & respond to all customer service requests for all departments: Repair & Maintenance, Grounds and Custodial.
  4. Logistics: Manage and direct all logistics deliveries (large freight, UPS, Fed Ex Express, FedEx Ground, & Other). Document all deliveries; direct distribution of all deliveries; train and supervise logistic student workers.
  5. Manage personnel-related paperwork: Input attendance and leave records; Train and supervise student employees; Set up and maintain various personnel forms and personnel files; Coordinate Physical Plant payroll and send to Business Office. Including inventory of all vehicles and equipment with in the department. Assists with RMTD reporting requirements and documentation.
  6. Provide high-level admin support: Inventory supplies and equipment; Document all deliveries; Direct distribution of all deliveries; Check keys in and out; Have new keys made/distributed; Purchase supplies; Answer telephones; Prepare correspondence and documents; Maintain various types of files

Required Qualifications – Experience, Education, Knowledge & Skills

  1. High School Diploma or equivalent.
  2. Strong, professional communication and customer service skills.
  3. Knowledge with computers including a variety of software, Microsoft Word and Excel.
  4. Basic document control and filing
  5. Communication skills and organization skills

Preferred Qualifications – Experience, Education, Knowledge & Skills

  1. Knowledge of MircoMain software
  2. Working knowledge of the University System

The Successful Candidate Will

Special Requirements

Physical Demands

  1. Must be able to lift up to 50 lbs., constant interruptions, get up and down frequently, some work oustide due to deliveries.

This position has supervisory duties?

Announcement Number 2020-21-S00001P

Number of Vacancies 1

Desired Start Date Open immediately

Position End Date (if temporary)

Open Date 08/10/2020

Close Date

Until an adequate pool is established

Special Instructions Summary

Quick Link for Internal Postings http://jobs.msun.edu/postings/1983

Diversity Statement

Montana State University-Northern is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Montana State University -Northern makes reasonable accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. In compliance with the Montana Veteran’s Employment Preference Act, MSU-Northern provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference or request accommodation, contact the Office of Human Resources, PO Box 7751, Montana State University-Northern, Havre, MT 59501; 406-265-4147; http://www.msun.edu/hr/forms/EmployPref.pdf

MSU-Northern’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU-Northern Website: http://msun.edu/admin/policies/1000/1001-1.aspx and http://msun.edu/admin/policies/1000/1001-7.aspx

Applicant Documents

Required Documents

  • Resume

  • Cover Letter

Optional Documents

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  • Please submit the Background Authorization Form which can be found here: http://msun.edu/hr/forms/AuthorizationforBackgroundInvestigationMSU-Northern.pdf

Please copy and paste this address into your browser's address bar to access this form. You may email it to hr@msun.edu or fax it to (406) 265-3530. You may also drop it off in Cowan Hall room 208. Please type YES in the answer box below (found in online application) showing you understand this additional requirement.

(Open Ended Question)

  • Note to the applicant:

In your cover letter, please address the required and preferred qualifications listed in the notice of vacancy for this job and how you meet each one.

(Open Ended Question)

DirectEmployers