Office Specialist Sr. - Lock Services 79787BR

Company: Arizona State University
Location: Gilbert
Posted on: June 21, 2022

Job Description:

Office Specialist Sr. - Lock Services


79787BR


Campus: Tempe


Job Description


Facilities Management, Lock Services, seeks an Office Specialist Senior. This position is an ASU benefits-eligible position. The successful candidate will possess enthusiasm for helping people in a customer service environment. This position is responsible for facilitating customer service requests, providing specific program development and support, and performing routine key audits & reports for each campus building. This position will dispatch calls to the maintenance technicians, help answer questions about the timing and status of the work, and are committed to providing the best possible service to our customers.


Job Family

Clerical & Admin Support


Department Name

FDM FM Lock Services


Full-Time/Part-Time

Full-Time


VP Code

EVP BUSINESS & FINANCE


Scope of Search

Open


Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.


Salary Range

To be determined. ASU offers a comprehensive benefits package with the State of Arizona


Close Date

06-June-2022


Category

01


Essential Duties

Under general supervision use professional and organizational skills to serve as a frontline reference source to faculty, staff, and students.
Responsible for monitoring the Lock Services window, including assisting customers with key pickups and returns, signing out loaner key rings and answering various lock shop questions.
Respond to University customers with empathy and thoughtfulness via phone system or electronic mail regarding service requests for Lock Services (e.g. answer questions, direct customers to appropriate resources, provide general information by utilizing knowledge of specialized functions).
Communicate with maintenance technicians, supervisors and managers on work order requests.
Assist contractors and project managers for project requests.
Coordinate and execute administrative and clerical support to the department (e.g. distribute mail/messages, copying, filing, maintain and order office equipment, materials and supplies).
Perform computer duties and data entry with accuracy and attention to detail to maintain TMA work order system (e.g. write and accept various service request, post labor, material, and work notes; process key requests, key transfers, work order charges from internal and external service providers; coordinate, route, and track progress of facility work requests).
Maintain a wide variety of files and records and manage the archiving of various department documents.
Create new files and ensure the appropriate disposition of all physical records in accordance with internal policies/procedures. --- Plan and prioritize workload to meet strict deadlines. Ability to multi-task.
Provide assistance/backup to team members.
May oversee student workers.
Use knowledge of University policies and procedures.
Perform other duties as assigned.
Clearly communicate to perform essential functions of the job.

DAYS AND SCHEDULE: Monday - Friday, 8:00am-5:00pm


Minimum Qualifications

Five (5) years of increasingly responsible office/clerical experience, which includes one (1) year in a directly related function; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.


Desired Qualifications

Experience:

working in a customer service environment
using a work order system (e.g. WebTMA, Maximo, CMMS, CMS, Intuit, Quickbooks, School Dude)
compile data, preparing or creating reports
using Microsoft Office applications (e.g. Outlook, Excel, Word)
creating ad hoc reports as required
data entry

Evidence of effective communication skills


Working Environment

Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse. Required to stand/sit for varying lengths of time and travel moderate distances to perform work. Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals. May occasionally lift and carry file boxes/reams of paper. Drive University vehicle.

This position is based at ASU's Tempe campus and may require training or working from other campuses depending on operational needs.


Department Statement

ASU Facilities Development and Management (FDM) maintains and services all university-owned property, and develops and constructs innovative and sustainable facilities. FDM's vision is to contribute to and guarantee the success of the university's mission by creating and caring for the ASU campus and environment. We provide quality customer service, effectively steward our resources, and meet the needs of the university through creative and collaborative efforts.

ASU offers a comprehensive benefits package at very competitive rates to enhance the total compensation of its faculty and staff. This package includes low-cost health and life benefits to insure you and your family, a wellness program for preventative health education and screenings, a disability and leaves program for income protection, employee assistance for free and confidential behavioral health services, access to world-class educational opportunities at ASU/UofA/NAU at deeply discounted rates for you and your eligible dependents, disability resources for Americans with Disabilities (ADA), a retirement program with a variety of retiree benefits to ensure your financial security at the end of your career, paid vacation and holidays - and more. For more information, please visit the Office of Human Resources, Benefits website, at https://cfo.asu.edu/benefits

ASU's comprehensive benefits package is a significant part of your overall total compensation - and ASU pays for most of it when you are a benefits-eligible employee. https://cfo.asu.edu/compensation-estimator

For more reasons to join ASU, please visit: https://cfo.asu.edu/why-work-asu

Facilities Development and Management at ASU employment requires current eligibility to legally work in the United States. Facilities Development and Management will not be a sponsor for this position.

This position is located at the University Services Building, 1551 S. Rural Road, Tempe, AZ (on Rural Road south of Apache Blvd).

Must possess a valid Arizona driver's license (minimum of Class D) upon employment and maintain throughout employment. Post-offer of employment, selected candidate must possess an acceptable driving record which is 5 or fewer points in the most recent 39 month period from date of hire.

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of all background, including fingerprint checks.


ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU's Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance - For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.


Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.


Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.


Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.


Instructions to Apply

Application deadline is 3:00pm Arizona time on the day indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

Work reference history information for 3 current and/or former supervisors will be requested at time of interview.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of "equivalent combination" in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor's degree is equal to four years of experience.

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