Job description
Job Description
Montgomery College, Germantown and Rockville Campuses, have an immediate need for FT Administrative Aide III’s in the Facilities Departments. The work schedule is 5 days/40 hours a week. These are non-bargaining, non-exempt, grade 23 positions. For non-exempt positions, you are not eligible to work a secondary job at Montgomery College. Montgomery College promotes and creates a working and learning environment rooted in the basic tenets of fairness, diversity, and inclusiveness. This position is eligible for telework 1-2 days per week after successful completion of initial employment probationary period.
Duties include but are not limited to:
Facilities Help Desk
- Receive, evaluate, update, input, manage and report on all work orders in the Computerized Maintenance Management System (CMMS) which may be received via phone, email or in person.
- Ensure all relevant work order requests are logged correctly into CMMS in a timely manner and communicated to the appropriate trade to perform necessary work. Use of a hand-held radio is used for high priority items.
- Escalate urgent Work Order information/situations to Supervisor and/or Director.
- Utilize working knowledge of trade functions to discern correct work order assignments.
- Check the Facilities Help Desk email account and voice mailbox in order to monitor, manage and communicate messages to faculty, staff and management throughout the workday.
- Compose, and effectively communicate campus-wide information regarding facilities-related work being performed on campus to all faculty, staff and administrators.
- Coordinate and schedule staff and faculty office moves and/or special requests between Requestor and Building Service Supervisors/Grounds staff. Ensure the requestor understands the scope of what will be completed by Facilities, Information Technology (IT) and Procurement/Surplus. Follow-up to ensure move went as planned and all requirements were met.
- Serve as Facilities point of contact for the pest control company. Work in conjunction with the Building & Grounds Manager to resolve issues.
Engagement with Campus Constituents and Stakeholders
- Gathers, receives, and compiles data from several sources to prepare informational or statistical reports according to established procedures. This includes but is not limited to technology requests, contractor and O&M financial information updates, KPI reports and various unit files.
- Types documents such as letters, memoranda and forms. Proofs, edits, and disseminates information for faculty and staff. Reviews forms and documents submitted to department, verifies information, performs necessary calculation or coding, and enters data into computerized record systems.
- Receives, secures and deposits any collected checks (e.g. room rental fees) to the cashier's office as needed.
- Uses knowledge of office operations/activities and College Policy & Procedure information to respond to inquiries and to assist callers; answers visitor inquiries regarding office operations and resolves routine customer service issues.
- Updates and maintains manual and automated unit files and records to include financial data charts and reports as needed; ensures confidentiality of files and records by controlling access to and release of information.
- Trains/directs temporary staff and student aides as needed.
- Schedules meetings, zoom calls and assists with calendar management for management.
- Backs up Administrative Supervisor, Executive Associate and Community Use Scheduler as needed.
- Provide customer service in all interactions (in person, telephone or computer email)
Work Order/Computerized Maintenance Management System (CMMS)
- Analyze, program, create, schedule, deactivate and manage all aspects related to preventative maintenance (PM) work orders in CMMS. This includes multiple tasks which require critical thinking for the motor pool activities such as scheduled odometer & cart readings, oil changes, regular inspections, emissions testing, surplus of vehicles and equipment, hauler licenses, and tracking of E-Z Passes.
- Create, monitor, deactivate and ensure proper ongoing management of all data in CMMS to include, but not limited to, Facilities and Fleet college assets, building information, room numbers, valid users & groups, customer survey data, motor pool data/inventories such as maintenance, PM’s, road-going vehicles, carts and utilities. Additionally, run queries and provide reports on all work order information and survey data to Management.
- Act as point of contact and CMMS knowledge expert for all training as it relates to CMMS. Contact CMMS vendor help desk to identify, troubleshoot and resolve system issues for all three campuses and consult with technical representatives if necessary.
- Maintain expert knowledge on CMMS system by participating in ongoing training, and attending annual CMMS user conference. Serve as back-up to the CMMS System Administrator.
- Develop and disseminate end-user training documentation and provide in person training and ongoing support of the CMMS system to users at all three campuses.
- Monitor, track and issue mobile licenses for technology applications and coordinate with IT staff to schedule updates for iPad devices on a regular basis.
Required Qualifications:
- High school diploma or GED including or supplemented by courses in word processing and office practices.
- At least five (5) years of progressively responsible experience performing general office, technical and secretarial duties involving customer service.
- English usage to include spelling, grammar, writing styles and formats; mathematical computations and techniques needed to collect, organize, and report information/data in a narrative or statistical format; record keeping principles and procedures; and, PC hardware.
- Ability to draft written correspondence, interact with the public and staff, and manage multiple projects.
- Ability to exercise confidentiality.
- Eligible applicants must currently be authorized to work in the United States and not require employer visa sponsorship
Preferred Qualifications:
- Associate Degree or technical diploma
- Experience with a Work Order/Computerized Maintenance Management System (CMMS), TMA preferred.
- Knowledge of functions performed by different trades within the unit and how to filter customer requests.
Salary placement is based on candidate experience and internal equity.
Please include a complete resume including all relevant and related work experience.
Application Process:
- Initial salary placement is based on internal equity and relevant candidate experience.
- For consideration, you must:
Include dates of employment in your application or attachment;
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Cover letter preferred.
As a condition of employment, the following are required at the time of hire:
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Successful completion of a background check and degree verification (if applicable).
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For international degrees, you must provide US degree equivalency verified by a nationally recognized credential evaluation service.
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Participation in a retirement plan. If you are retired from the Maryland State System, you may not enroll in either the pension, or optional retirement plan, per state law.
Our benefits package includes: generous paid vacation, sick, paid holidays, medical, dental, vision, group legal benefits, professional development, retirement plan, educational assistance, tuition waiver for employee and dependents, wellness programming including onsite gyms, pools and classes.
Closing Date
Tuesday, March 14, 2023
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