Administrative Services Specialist

 Shipping and Receiving:

• Receive, inspect, and verify the delivery of materials, supplies, and equipment.
• Coordinate the storage of received items in the central supply area, ensuring proper organization and inventory.
• Ensure items are logged and documented in Datatel.

Inventory Management:

• Assist in tracking inventory levels and perform regular stock checks.
• Requisition and order supplies as needed, ensuring items are stocked at appropriate levels.
• Report any low or out-of-stock items and assist in the procurement process.
• Help maintain updated pricing and supplier information for central supply items.

Mail Processing:

• Sort and distribute incoming mail to individual departments or staff members.
• Prepare outgoing mail and packages, ensuring proper packaging, labeling, and postage.
• Coordinate the shipment of supplies, books, and other materials to different college locations or external parties.
• Ensure timely and accurate processing of special mail requests (e.g., bulk mail, packages).
• Perform necessary errands such as picking up mail from the post office or other locations.

Fleet Vehicle:

• Serve as backup to the Administrative Assistant, Operations as needed. Tasks to include assisting with reserving vehicles and checking out vehicles to employees.

Administrative Support:

• Provide general administrative support to the Administrative Services Manager and other staff members as needed.
• Transport and deliver daily bank deposits, ensuring accurate handling.
• Assist with data entry and document management for inventory, requisitions, and other records.
• Other duties as assigned.

Supervisory Support:

• Provide functional and technical guidance to lower-level staff involved in supply, mail, or courier duties.
• Help train new staff or provide ongoing support for less experienced team members. 

Knowledge of:

• Inventory procedures and forms.
• Law and standard operating procedures regarding the processing of U.S. mail and interdepartmental mail.
• Basic record keeping principles and procedures.
• Modern office procedures, methods and computer equipment and software.
• Basic mathematical procedures.
• Safe work practices.

Ability to:

• Organize, stock and issue supplies and equipment.
• Maintain accurate records.
• Operate various types of office equipment to include a computer and postage machine.
• Perform simple math computations.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Maintain mental capacity that allows for making sound decisions.
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities that may include the following:
  • Walking, standing or sitting for extended periods of time;
  •  Lifting, stooping, climbing, bending and carrying materials;
  • Operating assigned equipment.
• Maintain effective audio-visual discrimination and perception needed for:
  • Making observations
  • Communicating with others;
  • Reading and writing;
  • Examining incoming materials and supplies and outgoing packages;
  • Operating assigned equipment.

Unique:
Environmental Conditions:

• Indoor and stockroom environments;
• Drive a vehicle

Physical Conditions:

• May require maintaining physical condition necessary for lifting up to 50lbs.; sitting, standing or walking for prolonged periods.