Administrative Assistant

2 weeks ago

Columbia, United States University of South Carolina Full time

Job Summary

Administrative Assistant (Custodial Services and Warehouse Staff members)
Are you a high-energy self-starter that loves working with people? Are you the person everyone counts on when problems arise? Do you enjoy a fast-paced, diverse working environment? Are you a patient person that enjoys a challenge? Are you organized and have great attention to detail? This is the job for you.

The Administrative Assistant will primarily be responsible for processing all payroll and hiring documents for the Custodial and Warehouse staff members. The position of Administrative Assistant provides office support for the Associate Director of Facilities, Assistant Director of Warehouse/Move Crew and Assistant Directors of Custodial Services and as such carries out the business of the office in an efficient and timely manner. The Administrative Assistant provides the initial contact for the Custodial Department, both in person and on the phone and will provide back up support to the Facilities Operations Coordinator. This position has been designated as essential personnel during inclement/ hazardous weather and other emergencies.

Essential Job Duties and Responsibilities:
1. Process payroll for staff in FAMIS and enter time in HCM PeopleSoft
2. Prepares, updates, and manages personnel paperwork for employees of the department.
3. Provides administrative support for the Director of Housing Facilities Operations, Associate Director of Facilities, Assistant Director of Warehouse/Move Crew and Assistant Directors of Custodial Services.
4. Creates and maintains reports, checklists, calendars, and other organizational data for the team.
5. Assists as needed in other areas

Perks:

Some of the BEST benefits you can find Work-Life-Balance: pay with a work week Generous paid time off An engaging and collaborative on-campus environment Youll enjoy the historic beauty of the University of South Carolina campus, surrounded by amenities, so youll love where you work A world-class team of professionals Minimum Qualifications High School Diploma and 1 year of work experience that is directly related to the area of employment, or equivalency. Preferred Qualifications Bachelors degree and 1 year work experience related to the job, or high school diploma and 5 years directly related to the area of employment. Experience in tracking and entering time worked into a payroll system. Knowledge/Skills/Abilities This includes but is not limited to computer, printer, copier, and telephone skills. Ability to be polite, helpful, interested, and diligent in serving all who enter or telephone the office. A working knowledge of basic office machinery. Proficient in Microsoft Word, and have a working knowledge of PowerPoint, and Excel programs. Knowledge and use of professional etiquette. Job Duties Job Duty Processes payroll for the custodial, warehouse and move crew staff within FAMIS. This includes coordinating with supervisors to obtain hours, entering the time and reconciling leave sheets to leave taken. Also includes reconciling time worked with work orders, to ensure accurate processing all staff payroll paperwork. Will be primary back-up for the maintenance team for processing payroll and hiring if needed. Processes payroll and paperwork for Summer temporary staff.
Enter time worked, absences, and other time actions into HCM PeopleSoft. Essential Function Yes Percentage of Time 35 Job Duty Prepares, updates, and manages personnel paperwork for employees of the department. This task will include but is not limited to hiring, change, payroll paperwork, FAMIS and keeping current records of leave. Regularly updates staff rosters in addition to producing rosters with emergency information, and rosters for other special events/situations. Essential Function Yes Percentage of Time 30 Job Duty Provides administrative support for the Director of Housing Facilities Operations, Associate Director of Facilities, Assistant Director of Warehouse/Move Crew and Assistant Directors of Custodial Services including being the primary person to answer all calls, reception, and correspondence including but not limited to managing calendars and scheduling meetings taking minutes and scheduling interviews. Provides support for the maintenance department if needed. Assists with procurement of custodial equipment and supplies. Essential Function Yes Percentage of Time 15 Job Duty Creates and maintains attendance reports for custodial and move crew to be reviewed by leadership with the purpose of ensuring that attendance standards are being met. Creates bathroom cleaning checklists for the custodial unit and assists in creating the bathroom cleaning schedule. Creates and maintains yearly Custodial On-Call calendar and assists with maintenance On-Call calendar as needed. Continuously maintains the Custodial and Move Crew roster and distributes as necessary on a monthly basis. Essential Function Yes Percentage of Time 10 Job Duty Assist Work Control with answering calls and processing work orders when under staffed or their workload is too heavy to accurately and quickly complete the work order process. Essential Function Yes Percentage of Time 5 Job Duty Other duties as assigned. Essential Function No Percentage of Time 5 Position Attributes Employees in Safety-Sensitive or Security-Sensitive positions will be subject to pre-employment and post-employment drug testing in accordance with University policy HR Drug and Alcohol Testing.

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