TITLE Residence Life Facilities Specialist
CLASSIFICATION NUMBER 3566
IMMEDIATE SUPERVISOR Assistant Director, Residence Life and Services – Facilities and Operations
MAJOR ADMINISTRATOR Director of Residence Life and Services
The Residence Life Facilities Specialist is responsible for administration of several functions in the day-to-day operation of the University’s Residence Halls. The Residence Life Facilities Specialist maintains the keying system for the residence halls, works with vendors and agreements for services, supervises and schedules moving and painting crews, processes purchase requisitions and accounts payable, purchases supplies, furniture, equipment, and appliances, works with the bidding process, tracks inventories of appliances, mattresses and furniture, and maintains and reconciles several budgets.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required.
Experience: At least four years of office clerical experience is required. However, specialized training or education beyond high school which includes knowledge of general office procedures and the skills required for the position may be substituted for two of the four years of required work experience. One year of supervisory experience is required. Bookkeeping and purchasing experience is preferred.
Skills: Computer literacy in the use of personal computers and/or mainframe computers is required including keyboarding ability and a functional knowledge of word processing, spreadsheets, data entry, or database management. Strong written and verbal communication skills; the ability to operate electronic, photocopier or other standard office machines, maintain complex filing systems and records, and make arithmetic calculations and reconcile records are required. Supervisory skills and the ability to train and review the work of others are required. An understanding of budgeting and bookkeeping is preferred.
Effort: Clerical positions are primarily sedentary. Clerical positions require keyboarding on a daily basis, which may be extensive at times.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Helps to maintain the safety and security of Residence Halls by administering the keying system, tracking and checking out keys to staff, vendors, and contractors, reviewing and approving requests for keys and keying changes, updating the lock/core data in the key system database, maintaining records of all keys and cores in the database and key check out records, and conducting an annual key audit.
2. Utilizes student worker moving and paint crews to accomplish priority projects by evaluating tasks and projects to be done, determining priorities of projects, assigning daily tasks, maintaining inventories of equipment and supplies needed, maintaining the painting projects and colors database, training crew leaders on proper storage of paint and supplies, marking hazardous materials as such, arranging for disposal, and tracking completed work.
3. Processes accounts payable by reviewing invoices, credits, and statements, overseeing processing of DOF invoices, processing purchase orders and contract services invoices, correcting problems with invoices, credits, and statements, and processing budget transfers as needed.
4. Oversees annual contract service agreements for services provided to Residence Life by tracking renewal dates, compiling bid specifications and vendor justifications, auditing invoices and processing them for payment, tracking amounts budgeted, and processing work orders.
5. Assists with purchasing appliances and furniture by evaluating needs, working with vendors and Procurement Services on specifications and bids, coordinating with vendors on justifications, delivery dates, and change orders, tracking delivery dates on purchase orders, and maintaining the DOF database and purchasing files.
6. Oversees the inventory of furniture, equipment, and computers by keeping an inventory of quantities and locations of appliances, mattresses, and useable furniture, inventorying buildings for inventoried items, tracking missing equipment, tracking the movement of items from one facility to another, initiating the transfer process, updating and maintaining records, tracking purchases for tagging, overseeing the surplusing of items and the disposal of items no longer of any value.
7. Facilitates the accomplishment of renovation, repair, replace, and construction projects by maintaining files and tracking expenditures, providing information to Project Managers and contractors, determining furniture needs, coordinating the moving crew, and evaluating the need for lock changes.
8. Monitors budgets by tracking budgeted and actual expenditures, monitoring monthly and quarterly budget reports, resolving discrepancies with Procurement Services and Financial Services, preparing budget projections, assisting in planning and prioritizing repair and replace projects.
9. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed by the Assistant Director, Residence Life and Services – Facilities and Operations.
10. Contributes to the overall success of Residence Life and Services by performing all other duties assigned.
The Residence Life Facilities Specialist is supervised by the Assistant Director of Residence Life – Facilities and Operations and supervises student workers.
OFFICE OF HUMAN RESOURCES
REVISED SEPTEMBER 2014
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 7 - 1160 Points: A combination of education and experience equivalent to a Level 7 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 4 - 370 Points: In addition to considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events, the job requires specific professional skills and/or skills in managing a wide variety of complex processes.
Factor 3: Responsibility for the Work of Others
Level 5 - 180 Points: Supervision and training of moderate numbers of student and/or part-time or temporary workers may be required where the nature of supervision is largely confined to scheduling work, assigning tasks, and reviewing completed work. Supervision at this level may also involve directing the work assignments of a small number of permanent, full-time employees. Supervisory tasks include providing substantial input into the process of screening and hiring employees and providing performance information for other supervisors to use as part of the employee evaluation processes. Supervisory duties typically involve a small but significant portion of work day activities.
Factor 4: Guidelines
Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.
Factor 5: Contacts
Level 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.
Factor 6: Work Impact
Level 3 - 300 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, but the services, information, or products provided have relatively minor effects on the welfare of the affected groups.
Factor 7: Physical Effort and Work Environment
Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.