Employment

Office Operations Associate

OFFICE OPERATIONS ASSOCIATE (OOA)
Posting Date:
February 2, 2012

There is an Office Operations Associate (OOA) opportunity available in Facilities, Planning & Management.  The work schedule for this full-time, year-round position is Monday through Friday, 7:45 a.m. – 4:30 p.m.  The position description is below.  Starting salary: $13.968/hr.

If you are interested in applying, please visit WiscJobs here:  http://wisc.jobs/public/job_view.asp?annoid=57372&jobid=56887&index=true 

DEADLINE TO APPLY IS 4:30 P.M. ON FEBRUARY 13, 2012

Cert #: 4113

Position Description
Office Operations Associate

Position Summary:  This position serves as the primary customer contact providing operations support for the Facilities Planning and Management department.  This position conducts operation for campus building access control, transportation reservations, personnel and office functions, and reports to the Director of Facilities Planning and Management.

TIME % GOALS AND WORKER ACTIVITIES

20% A.  Perform operational tasks associated with building security and key control

A1.  Learn and competently operate the TMA (Computerized Maintenance Management System) key control data module, key ring control system (Key Watcher) Card control system (Geoffry dbase)
A2. Perform and assist in determining key control schedules, occupant access needs, and key production prior to distribution.
A3 Receive and process key requests and forms, and distribute keys per signature receipt protocol.
A4. Enter Best key/lock data for all campus buildings on CMMS (TMA) database as needed.
A5. Maintain database records, key sets and generate reports of key retrieval/retuurns to key-ring control box (Key Watcher) as necessary.
A6. Issue and recover contractor keys, and maintain an accurate accounting system of contractor key check in/out for campus buildings.
A7. Conduct follow up on reports from Human Resources of university employee exits and transfer to ensure keys are returned, inventoried and transferred as appropriate.
A8. Conduct key control audits of campus building occupants to reconcile key records with keys issued to building occupants.
A9. Assist campus planning staff in reconciling AutoCAD/GIS building floor plans with lock and door records in key control data base to ensure accuracy and security.
 
30% B.  Perform operational tasks associated with Enterprise rental and fleet vehicles.

B1, Receive, process and confirm on-line Enterprise rental vehicle reservation requests from faculty, staff and student groups.
B2. Input new fleet reservations on Access database. Confirm proper departmental organization codes for billing purposes.
B3. Accurately enter all reservation information into departmental calendar database (VSSPro) for Enterprise and fleet vehicles.
B4.  Verify driver authorization and minimum age requirements of all prospective drivers.
B5. Maintain confidentiality and security of departmental credit card information used to secure reservations.
B6. Receive and process contract documents from Enterprise vehicle rental service.  Prepare dispatch documents for customers including fueling requirements, payment options and vehicle accident/incident reports.
B7. Prepare trip tickets, keys, credit cards, etc. for fleet vehicle dispatch.  Collect and record mileage driven for fleet vehicles as instructed.
B8. Process returned trip tickets by computing costs based on mileage and daily use fees.
B9. Update transportation surcharges each month for posting by management or department financial support staff as instructed.
B10. Analyze and evaluate problem situations related to vehicle reservations and take appropriate actions.
B11. Schedule service and repair appointments with local vendor for maintenance of fleet vehicles, including vehicle delivery and pickup at vendor location.
B12. Develop and maintain, by fiscal year, an organized and accurate records management system for all contracts, trip tickets, etc.
B13.  Recommend changes for periodic updates to the Transportation website.

20% C.   Perform service work activity support tasks.

C1. Learn, operate and utilize the TMA maintenance management system with competence.
C2.  Receive calls relating to maintenance problems, generate service requests/work orders and make contact with the appropriate staff per established CMMS (TMA) protocols.
C3. Collect and record service work activity hours submitted by service staff.  Identify, research and correct transposition errors to ensure work hours are accurately associated with the appropriate
C4. Perform TMA data entry for services and materials, Preventive Maintenance service work order generations, and filing of related service activities (work activity logs, completed work orders, etc.) paper copies. 
C5. Create, generate and distribute service operations reports as necessary.
C6.  Prepare correspondence, spreadsheets, booklets, forms, lists, travel expense reports, etc, as needed.  Know, communicate and update unit policies and procedures.  Recommend changes to policies and procedures to promote efficiencies and team work within the office and department.

20% D.  Perform office and personnel support functions.

D1.  Serve as department primary point of contact to callers and visitors for department services, information and assistance as necessary.  Provide coverage support for absent FP&M staff as necessary.
D2. Process requests and conduct purchases of office supplies, materials and tools typical of office operations.
D3. Receive on-line training requests from department employees, and update the training database accordingly.  Process training and business- travel reservations and payments, maintain records and complete expense reporting as appropriate with current travel regulations.
D4. Reconcile credit card charges against statements and prepare purchasing log records as needed.
D5. Retrieve absence line calls daily.  Record absences on department calendar system (VSSPro), prepare written absence slip and distribute to appropriate supervisor.  Record FP&M employee voice messages of absences, literally as stated, on established Access database.
D6. Record and distribute staff leave balances.
D7. Maintain an accurate record of department staffing, including campus zone staffing spreadsheet (GPR Facilities Operations), FP&M Department contacts spreadsheet, and organizational charts.

5% E. Perform all Student Employment tasks in support of the FP&M Department.

E1. Receive on-line applications and forward to appropriate work unit supervisor for review and consideration.
E2. Assist supervisory staff in scheduling employment interviews and preparing related interview documents.
E3. Prepare hire authorization forms for all students each session of the student payroll calendar. Adjust pay rates at designated intervals as directed by appropriate supervisors.
E4. Review completed hire forms for all new student workers and forward to Human Resources for processing
E5. Print biweekly Funding Distribution reports by organization code following each pay period.
E6. Remain knowledgeable of procedural changes relating to student payroll and communicate those changes to supervisory staff when necessary.

5% F. Other/Miscellaneous

F1. Assist in planning and scheduling of meetings and special events as needed.
F2. Issue daily parking passes to visitors, vendors, contractors, etc. as needed.
F3. Notify 24-hour answering service when elevator on-call schedule is interrupted as directed by a supervisor.
F4. Perform routine end-of-day activities as defined in procedures manual.
F5. Perform other duties as assigned.

Knowledge/Skills/Abilities:

Extensive experience and proficiency with relational data bases
Proficient in Microsoft Office Suite; Outlook, Excel, Access, Word
Established attention and ability for detail and accuracy
Ability to maintain confidentiality
Strong organizational and interpersonal communication skills
Ability to function well in a team environment