Location: Frederick,MD, USA
Posting Details
Position Information
Requisition Number AS809P Job Title Office Manager, Plant Operations Pay Rate $29.33 - $32.26 hourly Position Type Support Position Summary
Position Summary:
The Office Manager, Plant Operations position provides administrative and customer support services to the College community, vendors, contractors and general public on behalf of the Plant Operations team. The Office Manager reports to the Director of Plant Operations. This position assists the Director with clerical, administrative, budgeting, procurement, records retention, transportation service activities, and team support as assigned. This is an essential personnel position and as such is required to report to work or remain at work as directed even if the College is closed. The Office Manager also has the ability to use varying styles and approaches that reflect an understanding and acceptance of the role of culture in a diverse, multicultural workplace.
Essential Duties and Responsibilities:
The following are the functions essential to performing this job:
1. Support the Director of Plant Operations and other Plant Operations administrative positions with administrative support as assigned.
2. Provide exemplary and extensive customer support skills and support to a diverse campus population of administrators, faculty, staff and students, visitors, vendors and campus guests. Exercise discretion, confidentiality and sound judgement in all matters.
3. Utilize PeopleSoft (PS) and Perceptive Content (PC), and other software packages in the performance of daily duties and task assignments, procurement, invoice processing, and budget reporting. Serve as departmental expert for PS and PC.
4. Use MS Office Suite for letters and documents, spreadsheets, and databases.
5. Process procurement related functions, purchase orders, and vouchers involving department, restricted, and grant account funds. Serve as Manager Backup for escalated procurement documents.
6. Ensure successful completion of purchasing cycle, including deliveries, services, and repairs.
7. Analyze monthly financial reports, prepare budget transfers, and initiate requests for journal entry corrections. Recommend department budget reallocations in preparation for the annual budget development process.
8. Create, develop, and maintain databases for area functions such as utilities tracking spreadsheet, contracts/service agreements tracking, staff personnel phone lists, or other information as directed or forms as requested.
9. Assist the Director with updating and maintaining Plant Operations Standard Operating Procedures (SOP), and developing/maintaining document storage and retrieval (records retainage) for both daily operations and for continuity of operations activities.
10. Gain and maintain an extensive working knowledge of College and departmental policies, procedures and processes, administrative business practices and accounting business practices; to effectively support the operations of the Plant Operations department/team.
11. Assist the Director with preparing the quarterly billing documents for Frederick County Workforce Services and the Career & Technology Center, based on components of respective utility bills and services rendered by the College.
12. Serve as the primary contact for, and coordination of services for staff uniforms, document shredding, campus fuel, and pest control. Develop and maintain Plant Operations On Call lists, Plant Operations Phone Tree, list of apparel sizes for staff uniforms, and other information as requested.
13. Serve as the primary point of contact for transportation requests.
14. Coordinates and schedules both College vehicles/drivers and charter bus services and maintains records related to Transportation Services.
15. Utilize Asset Essentials to create work orders (to document phone requests from College staff etc.) Provide assistance to College staff on how to submit a work order, including links to the software as well as the instructions.
16. Maintain and update Plant Operations website as needed.
17. Prioritize workload and ensure accuracy and completeness of work.
18. Perform other duties as assigned.
Required Minimum Qualifications
1. High School Diploma or GED
2. Three (3) years of office administration experience
3. Prior experience performing accounting work or other financial-related services
4. Proficiency in Microsoft Office Suite
5. Experience with financial ERP system
6. Excellent written and verbal communication skills
7. Strong ability to multitask and prioritize
8. Strong critical thinking skills
Desired Qualifications
1. Associate degree
2. Ten years of office administration experience
3. Experience using PeopleSoft (PS) Financials
4. Experience with document imaging systems (i.e. Perceptive Content)
5. Ability to demonstrate strong organizational skills, project management and administrative skills
6. Strong interpersonal skills with the ability to work with people of all levels of an organization
7. Demonstrated ability to maintain a high degree of accuracy
8. Ability to provide a high level of customer service to a diverse population of staff, students, faculty, and community partners
Work Schedule
7:30 AM to 3:30 PM Monday to Friday
Full/Part Time Full Time Telework Eligible? No Essential Personnel? Yes
Posting Detail Information
Job Posted Date 11/21/2024 Closing Date Open Until Filled Yes For Best Consideration 12/05/2024 Special Instructions to Applicants
All applications and required documents must be submitted online. Mail, e-mail, or fax submissions will not be accepted. Cover letters may be addressed to the Search Committee and should briefly address your qualifications as related to the requirements of this position.
For best consideration, applications should be received by December 5, 2024. Review of applications after this date is not guaranteed.
A full list of FCC benefits can be found here:
FCC offers a generous benefits package which includes medical insurance, dental and vision plans, waiver of FCC tuition for employee and eligible dependents, tuition reimbursement, generous leave benefits, retirement plans, and more! Frederick Community College prohibits discrimination against any person on the basis of age, ancestry, citizenship status, color, creed, ethnicity, gender identity and expression, genetic information, marital status, mental or physical disability, national origin, race, religious affiliation, sex, sexual orientation, or veteran status in its activities, admissions, educational programs, and employment. Frederick Community College, an equal opportunity employer, values campus diversity in students and staff and encourages members from historically under-represented groups to apply.
Non-Discrimination Statement
Frederick Community College is committed to the principles of equal opportunity and strictly prohibits discrimination against any person on the basis of age, ancestry, citizenship status, color, creed, ethnicity, gender identity and expression, genetic information, marital status, mental or physical disability, national origin, race, religious affiliation, sex, sexual orientation, or veteran status in its activities, admissions, educational programs, and employment.
Supplemental Questions