Administrative Assistant Custodial Operations

The University of Southern Mississippi is currently accepting applications for the position of Administrative Assistant Custodial Operations.

Position Details

Location Hattiesburg

118 College Drive

Hattiesburg, Mississippi, 39406-0001

United States

Division Administration Physical Plant

Position Type Staff

Employment Status Full Time

Grant Funded No

Salary Range 11.88 - 14.62

Pay Grade

N02

Posting Close Date Open Until Filled

Job Summary

This full-time position serves as the administrative assistant for Custodial Operations at Physical Plant and ensures that day-to-day operations of the custodial department and office run smoothly. Supports and assists the custodial staff, the custodial leadership team, physical plant staff, and campus customers, clients and visitors with daily needs, including special event needs and/or work requests.

Effectively communicates and coordinates needs for services with appropriate parties and dispatches urgent or emergency custodial needs over the radio or phone.

Primary Duties and Responsibilities

• Answers multi-line telephone and takes work order requests and messages; routes calls to appropriate staff; serves as radio dispatcher for custodial work unit. Communicates with faculty, staff, and students regarding custodial needs and status of work requests. Greets and directs contractors and vendors, receives deliveries, runs errands on campus and in the community; picks up and delivers mail to the physical plant and the post office and distributes mail throughout department.

• Reviews and converts time entries on custodial timesheets for payroll processing.

• Reviews work requests for custodial unit in TMA work order system. Schedules work and prepares supply needs for work orders/events. Tracks labor and material charges via reports, maintains a filing system, enters and closes work orders in the TMA computerized maintenance management system (CMMS).

• Maintains an event needs board for scheduling of event services so Supervisors can track on pre-cleaning, clean-up and stand-by services for events. Helps prepare and distribute work schedules for events. Coordinates staff meetings and assists with trainings and orientation of new employees (records attendance, keeps minutes, and prepares hand-outs and slide presentation materials via PowerPoint). Responsible for inventory control, key control, and distribution control of PPE, chemicals and supplies at the custodial storage areas.

• Tracks the signing in and out of department inventory such as fans, blowers, dehumidifiers, wet-vacs, carpet extractors, and vehicles. Maintains inventory records and reports; turns in monthly mileage records.

• Assists with the custodial laundry system, occasionally helps with emergency needs during work hours such as cleaning up a spill or stocking paper products or hand soap in a bathroom on campus. May be contacted to assist with after-hour emergences for storm clean-up or water remediation (as Physical Plant employees are considered essential personnel). Performs other duties as assigned.

  Minimum Qualifications

Minimum requirement of high school diploma and two years of related experience and/or training in office management, clerical duties or college campus supports; or equivalent combination of education and experience. A valid Mississippi State Driver’s License is required of this position.

Knowledge, Skills & Abilities

• Proficiency in the use of Microsoft Office programs. Experience with Outlook and the use of email and email calendar scheduling.

• Skill in the operation of office equipment including, but not limited to, multiline telephone, typewriter, calculator, multi-function printer/copy/scan/fax machine and computer as well as computer applications including spreadsheet, database, and word processing software.

• Experience with computer data entry and/or work order systems such as TMA.

• Knowledge of cleaning techniques and procedures, and the use of custodial materials, tools, equipment, and chemicals.

• Skill in managing ones’ own time and the time of others while monitoring/assessing the performance of self, other individuals, or organizations to make improvements or take corrective action.

• Ability to handle difficult and stressful situations with professional composure and the ability to react and respond quickly and calmly in emergency situations.

• Ability to establish and maintain a good rapport with university faculty and staff, students, and the general public.

• Ability to work successfully as a member of a team and independently with moderate supervision.

• Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.

• Ability to obtain a driver’s license prior to employment.

• Ability to work evenings, nights, and weekends as necessary.

• Ability to process and handle confidential information with discretion.

Preferred Qualifications

Associates degree in office administration and one year of related experience preferred.

About The University of Southern Mississippi

Since our founding in 1910, The University of Southern Mississippi has remained dedicated to preparing students for success. We deliver programs to more than 13,000 students in Hattiesburg and Long Beach, at teaching and research sites across the Mississippi Gulf Coast, as well as online. We are a community-engaged Carnegie R1 university, earning distinction as one of the nation's leading research institutions.

Southern Miss is known for pioneering work in polymer science, ocean science, spectator sports safety and security, and bringing language to children with communication disorders. We are also a national leader in a broad range of disciplines, including cybersecurity, hydrography, nutrition, aquaculture, kinesiology, and economic development, among others.

We produce graduates ready to enter fields that are leading the way in emerging technologies through programs such as computer engineering, information technology, and ocean engineering. We’re developing the next generation of business leaders, while also responding to critical workforce shortages by producing skilled professionals in education and nursing. With a tradition of excellence in the arts, we are one of only 36 public institutions in the nation accredited in four major areas of the arts. Home to the Golden Eagles, our student-athletes compete in 17 NCAA Division I sports. With a culture marked by passion and persistence, Southern Miss is delivering graduates who are ready for life. For more information, visit www.usm.edu.

As an Affirmative Action/Equal Employment Opportunity employer/Americans with Disabilities Act institution, The University of Southern Mississippi encourages minorities, women, veterans and persons with disabilities to apply.