Facilities Support Specialist; Portsmouth

Working Title & Job Details

Facilities Support Specialist (Portsmouth) Role

Title:

Admin and Office Spec III Role Code: 19013-SW FLSA:
Nonexempt Pay Band: 03 Position Number: 295W0530 Agency:
Tidewater Community College Division:
Tidewater Community College (Div)

Work Location:

Portsmouth - 740 Hiring Range: $16.26 per hour (part time) Emergency/Essential Personnel:
No EEO Category: F-Admin Supp Full Time or Part Time – Part Time

Telework options are subject to change based on business needs. No bilingual or multilingual requirement.

Availability needed:
Monday through Friday 8:00 AM – 3:00 PM Part‑time, 29 hours per week

Assist with the daily administrative operations of the Facilities Department on the Portsmouth Campus. Provide clerical, technical, and administrative project support in all phases of the Facilities Department. Responsible for ensuring efficient and smooth operations for the assigned supervisor and department. Requires independent judgment with an understanding of Facilities Department functions, procedures, and terminology.

• Enter and monitor purchase orders, term contracts, and perform basic accounting tasks ensuring accuracy and meeting all established deadlines following SSC rules and regulations.
• Prepare proof and edit documents, correspondence, spreadsheets, and reports as directed ensuring accuracy and meeting all established deadlines.
• Process invoices for the Facilities Department including creating purchase orders, following them to completion and submission to Fiscal Services for payment. Process invoices on goods/services received and complete to expedite payment in accordance with Virginia Prompt Payment Act.
• Maintain files on all purchase orders and state contracts.
• Process purchase orders into the state ordering system. EVA orders will be processed timely and accurately following all SSC/VCCS regulations.
• Enter EVA requests into School Dude, create work orders, and close work orders.
• Answer and direct phone calls, take messages, and field/answer all routine and non‑routine questions.
• Order and maintain office supplies, secure and maintain office equipment, establish and maintain a filing system, sort and distribute mail, create and maintain an accurate calendar.
• Maintain an accurate 1,500‑hour spreadsheet for assigned employees per campus level.
• Oversee the purchase of personal protective equipment such as safety shoes, foul weather gear, and uniforms.
• Check e‑mail daily and respond promptly to avoid delays.
• Prepare travel arrangements and employee memberships as required.
• May occasionally be required to utilize personal vehicle for College business.

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

• Knowledge of and ability to use a variety of PC‑based software including e‑mail, word‑processing, spreadsheets, databases, and PowerPoint.
• Knowledge of accounting principles, purchasing requirements and basic contract law.
• Knowledge of office procedures, office professionalism, office etiquette, and office management in an automated environment.
• Ability to perform general clerical skills including filing, typing, and editing.
• Strong organizational planning skills.
• Knowledge of effective customer service techniques.
• Knowledge of budget/financial management practices and techniques.
• Ability to communicate effectively, both orally and in writing.
• Ability to apply appropriate customer service techniques, use sound judgment to resolve vendor‑related issues.
• Ability to work independently or in a team environment on daily operations and special projects concurrently.
• Ability to prioritize workload, anticipate and meet deadlines, respond to changing priorities, and manage multiple projects.
• Ability to complete daily required duties and tasks using professionalism, confidentiality, and good judgment.
• Valid driver’s license.

• Knowledge of Electronic Virginia (eVA), HRMS, School Dude, Inventory Direct, and State…