Job No: 497073 Position Type: full-time Location: Lewisburg, PA Categories: Facilities, Other, Clerical / Support
This position is one of several assigned to the Facilities Department front office. The incumbent will be actively engaged in work at a level requiring significant independent responsibility for the procurement for goods and services within the Facilities Department. This role will address issues and respond to inquiries regarding purchases and purchasing procedures.
The Office Assistant routinely interacts and communicates with Facilities Project Managers, Directors and other Facilities staff at various levels within the organization, as well as the campus community and outside vendors and contractors. Due to the nature of the work involved, the position requires an individual who is detail oriented, a self-starter, a team player with a positive demeanor, and capable of independently resolving problems and providing outstanding customer service. This position demands upholding strict confidentiality, and requires firmness when requiring compliance with University and Department policies and procedures. This position reports directly to the Director of Business Operations, Facilities.
Prepares purchase orders for supplies and services through electronic purchasing system; assigning numbers, accounts, descriptions, prices, and delivery dates.
Reviews and follows up on outstanding purchase orders to ascertain status and take appropriate action.
Processes incoming bills; cross checking with the original purchase orders, verifying receipts, and preparing them for approval and payment so as to take advantage of vendor discounts.
Acts as a resource within the Facilities Department on procurement matters. Addresses issues and responds to inquiries regarding purchases and purchasing procedures.
Maintains purchasing documents, files, data, and records to ensure the availability of documentation and compliance with established policies and guidelines.
Serves as the primary point of contact for department procurement card.
Reconciles own departmental procurement card on a monthly basis. Utilizes the procurement credit card as needed.
Serves as a member of the University's buyers group.
Maintains documents, files, data, and records to ensure the availability of documentation and compliance with established policies and guidelines. This includes, but not limited to, paid invoices, records of sales and use tax, vehicle expense records, records of utilities (electric, sewer, oil, natural gas, gasoline, diesel fuel, and water)
Maintains current accounting codes, and distributes accounting information to supervisors.
Serves as the primary point of contact for supply closet ordering
Collaborates with other office assistants to organize Facilities department events.
Maintains records and processes billing for materials purchased by sororities, fraternities, and other campus groups.
Assists in maintaining records of Utilities (Electric, Sewer, Oil, Natural Gas, Gasoline, Diesel Fuel, and Water) for use by A.D.s and supervisors. This employee will be responsible for data entry and creation of reports that can be used for campus presentations.
Serves as the back up for TMA work orders Assists in managing the work order system by coordinating the timely and appropriate response by the department to requests for both emergency and routine work orders, and enters data on work orders to ensure that the statuses remain current and visible within the work order management system
Cross trains and serves as back up support for the other Facilities Office staff.
Perform general administrative and office duties to support departmental activities.
Provides information for monthly newsletter as requested.
Registers staff for various off-site training.
Works with other Facilities Office Assistants on departmental communications tools.
Adheres to OSHA standards, employs safe practices, and follows safety policies/procedures.
Uses PPE in a safe manner, sets examples for others, notifies supervisors of potential hazards, and demonstrates good housekeeping habits.
Supports and promotes the University's sustainability efforts.
Performs other duties as required
Minimum Qualifications: High school diploma or equivalent Three years of administrative/office experience. Proficiency with Word, Excel, PowerPoint, Google Workspace, email, and other similar software programs. Strong customer service focus and time management and organizational skills. Demonstrated attention to detail and ability to enter large volumes of alpha/numeric data into a computerized system. Demonstrated ability to work with numerous interruptions, meet deadlines, and work well under pressure. Strong interpersonal skills, exhibited by the ability to exercise diplomacy, tact, discretion, and strict confidentiality with all persons both within and outside the department. Ability to understand and communicate oral and written instructions and procedures effectively. Demonstrated ability to work independently and as a team member; take initiative, use good judgment, and communicate effectively. Demonstrated commitment to diversity and inclusiveness.
Preferred Qualifications: Related finance experience Knowledge of University procedures, and experience with integrated databases such as: Workday (financial management) and TMA (work order management), StarRez (database management) Associates Degree in a business related field.
Other Requirements: This position is classified as part of essential services. Individuals may be required to report to work even if campus has a delayed opening, early closing, or is closed, unless instructed otherwise by facilities supervisor; or when the individual has concerns related to their personal safety. A post-offer criminal background. Ability to work occasional overtime as required.
Work Type: This is a 40-hour, full time, year-round, benefits-eligible non-exempt position.
Bucknell University is a private, highly ranked, national liberal arts institution that offers strong professional programs in engineering, business, education, and music. Located in Central Pennsylvania along the Susquehanna River, Bucknell is nestled in the Borough of Lewisburg, an appealing Victorian-style town ranked as one of America's best small towns. Lewisburg and the surrounding region offer a unique combination of outdoor recreation opportunities, small-town charm, and amenities such as restaurants, art galleries, an art deco theater, museums, and boutiques. In addition to the many cultural and athletic events offered by the University and the Borough, the surrounding region offers outstanding schools, medical facilities, and an affordable cost of living. For those who crave the city, Bucknell is within an easy three-hour drive to Philadelphia, New York, Baltimore, and Washington, D.C. Bucknell University, an Equal Opportunity Employer, believes that students learn best in a diverse, inclusive community and is therefore committed to academic excellence through diversity in its faculty, staff, and students. Thus, we seek candidates who are committed to Bucknell's efforts... to create a climate that fosters the growth and development of a diverse student body. We welcome applications from members of groups that have been historically underrepresented in higher education.