Office Manager in Maintenance

Apply now Job no: 493274

Work type: Non-Exempt Staff

Location: Gambier, OH

Categories:

Kenyon College is conducting a search for a qualified candidate to fill the position of Office Manager in Maintenance. The Office Manager will provide administrative and secretarial support to the Director of Facility Operations and the Facility Operations managers; prepare correspondence, reports and files; responsible for the processing of all maintenance purchases and invoices for payment and file copies, accordingly; assist other office staff in their job functions and provide back-up support during their absence.

Hours are M-F, 7:00 AM to 4:00 PM to be available to distribute keys/card access to vendors and contractors. The hourly rate for this full-time, with benefits, position is $17.96.

• Prepare correspondence, reports, files, and updates the Shared Drive for continuity.
• Responsible for the processing of all maintenance purchases and invoices for payment and file copies.
• Register maintenance employees for certification, re-certification, licensing and training programs, as needed. Maintain department safety records, certification copies, etc.
• Responsible for the issuing and inventory of all physical keys as well as card access to contractors and vendors.
• Maintain Kenyon Fleet Vehicle ; secures maintenance vehicle titles and license plate renewals.
• Maintain campus buildings and properties listings.
• Process bi-weekly payroll for all hourly Facility Operations employees. (H,I,L)
• Direct time entry in Banner Payroll program for final processing of employees paychecks.
• Maintain and post accurate report of individual employee’s sick and vacation hours taken and their accompanying balances. This includes processing of retirement letters.
• Generate, update and maintain weekly overtime reports for Mechanical and Skilled Trades, Custodian, and Grounds positions.
• Generate bi-weekly labor report to be fed to the General Ledger for reserves and special projects.
• Create and post maintenance job openings on the Kenyon HR Employment website.
• Compile and organize campus utilities (gas, electric, water, sewer, storm water and cable) into spreadsheet for tracking costs and consumption. Process and code each utility to their appropriate budgets for payment.
• Compile completed packages of monthly P-Card purchases and reconciliations, reimbursements, and Walmart credit card purchases.
• Track and report all elevator violations and communicates with the appropriate elevator contractor.
• Process, receive, and distribute department mail.

• Greetand assist visitors to the Maintenance building.
• Answer phones and field calls. Back-up other phones. Assist with dispatch of calls for managers and trades staff via two-way radios.
• Track and maintain records of key requisition forms.
• Compile gas dispensation records for college vehicles, maintains monthly report to accounting.
• Retain knowledge of the two separate Union/Management contracts.
• Coordinate yearly uniform shirt order for maintenance staff.
• Catalog and track all elevator and boiler state identification documents.
• Maintain office supplies.

• Possess strong organizational skills.
• Strong oral and written communication skills.
• Basic accounting skills.
• Working knowledge of Microsoft Office programs and Google applications.
• Ability to perform tasks, prioritize multiple tasks, and ability to shift tasks as needed to meet critical time constraints.
• Maintain confidentiality of all information viewed or heard during normal work days.
• Must work independently and cooperatively in a team-oriented environment.
• Maintain a close working relationship with the accounting department, purchasing department, Gambier Village Administrator, utility companies, subcontractors, outside services, rental companies, vendors and suppliers. Primary contacts are with the Director of Facility Operations, maintenance department managers and supervisors, maintenance employees, other college administrators, faculty, staff and students.
• Requires prolonged sitting or standing.
• Requires physical exertion to manually move, lift, carry, pull, or push heavy objects or materials weighing up to 40 lbs.