POSITION IDENTIFICATION
TITLE Residence Life Facilities Specialist
CLASSIFICATION NUMBER 3566
GRADE 14
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Associate Director, Residence Life and Services – Facilities and Operations
GENERAL FUNCTION
The Residence Life Facilities Specialist is responsible for the 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, 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. 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. The ability to train and review the work of others are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is 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. 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.
3. 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.
4. 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.
5. Assists with overseeing 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.
6. 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.
7. 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.
8. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
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.
SUPERVISION
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 NOVEMBER 2022
