The Custodial Administrative Assistant position supports all department supervisors and union members. This individual is the first point of public contact for Custodial Services through continuous contact with staff, students, faculty, parents, visitors, vendors, and contractors. The person in this position will provide administrative support for one custodial services manager, two custodial supervisors and 55 custodians.
Department Overview: The Custodial Services department is part of Carleton College’s Facilities and Capital Planning department. Our services include using sustainable green products. We work toward creating clean, comfortable and safe environment for our student, faculty and staff.
Application review will begin April 26th.
Provide excellent customer service to supervisors, co-workers, contractors, delivery personnel, faculty, staff and students. Assist in directing visitors and delivery personnel; accept parts as required.
Provide support to custodial manager and supervisors in maintaining and updating seniority lists, job posting and bidding processes.
Support Custodial Supervisor with hiring of student workers.
Attention to Detail:
Generate and forward work orders. Create graphs from the work order system for custodial monthly and quarterly measures.
Process and calendar custodial leave slips.
Review custodial time entries for accuracy. Track overtime, sick time, OSIC (other sick time), OFNR (friend/co-worker funeral leave), and FMLA. Create short hours and payroll discrepancy reports for payroll department.
Review union pension and seniority hours with payroll department for accuracy.
Process employee incident reports and keep employee incident files updated.
Create purchase order requisitions.
Track purchases against the purchase orders. Create graphs as requested.
Process monthly building inspection forms and graph for custodial measurement.
Review monthly supply statement for accuracy and code to the various purchase orders and department accounts.
Order custodial supplies twice per month. Review order requests, enter and process orders.
Review and process miscellaneous monthly invoices.
Process campus waste pick up schedule and review billing.
Provide weight reports as needed and assist Sustainability Program Coordinator in completing waste reports and surveys.
Schedule trips, training courses, safety records, workshop arrangements, etc. for individual and department staff development.
Provide lunch coverage and other times as needed for the Maintenance Administrative Assistant, which will require more than a basic knowledge of this position’s responsibilities.
Communication: Written and Interpersonal:
Act as the liaison between the custodians and the supervisor.
As Custodial Dispatcher, takes care of correspondence and activity pertaining to the two-way radios and their use; distinguish what emergency situations are and transmit information immediately.
Responsible for events billing using the campus scheduling system. Generate reports as necessary from the campus scheduling system.
Update employee training manuals including square footage and Safety Data Sheet (SDS) and manuals.
Prioritization and Adaptability:
This position will require working in a fast-paced work environment with interruptions. Prioritize projects, stay results focused and provide updates on projects to managers, stakeholders or customers. \
Microsoft Word and Excel Publisher, Blue Beam, Google Docs, Zoom, and internet navigation.
Demonstrate the ability to learn new software programs and stay current with updated technology (i.e. Facility Wizard, etc.).
Describe Supervision Received and Exercised: This position does not exercise direct supervision.
NOTE: This job description is not intended to be all inclusive. Employee may perform other related duties to meet the ongoing needs of the organization.
Applicants must meet one of the following education and work experience requirements: An Associate degree and two years of experience providing administrative support in a mid-size to large organization. They must have advanced level of Microsoft Word and Excel experience. OR High school diploma or GED and four years of experience providing administrative support in a mid-size to large organization. They must have advanced level of Microsoft Word and Excel experience.
In addition to meeting one of the following are highly desired skills and experience:
Experience working in a similar organization.
Advanced level of experience utilizing Microsoft Word, Excel, Publisher, and Gmail Suite.
Experience with prioritizing projects and providing updates on projects to managers, stakeholders or customers.
Experience working in a fast-paced environment combined with the ability to manage projects and stay organized.
Experience reviewing supply orders and creating purchase order requisitions.
Additional Salary Information: $20 hourly to $21 hourly
Carleton is a private liberal arts predominantly residential campus with nearly 2000 students and 800 faculty & staff. Founded in 1866, Carleton College is an independent and highly selective liberal arts college with a diverse and exceptionally able student body, a talented faculty whose first priority is teaching, and a continued commitment to the liberal arts. A four-year college, Carleton offers the Bachelor of Arts degree. Its students can choose from 37 majors and 15 concentrations in the arts, humanities, natural sciences, and social sciences.
Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located in Northfield, Minnesota, 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.