Facilitis and Purchasing Assistant - 2492

Maine Maritime Academy

Job Description

Staff, Support & Professional Position

Job Title:  Facilities and Purchasing Assistant                        Date:  November, 2009

Job Code:  2492

STATEMENT OF THE JOB

Employee acts as Assistant to the Director in areas assigned.  Duties require frequent external and internal contacts.  Employee performs a wide variety of complex administrative duties.  Frequent verbal and written communication is required internally and externally, as is interpretation and explanation of policies and procedures.

DUTIES OF THE JOB

1.                  Prepares purchase orders and places orders with vendors; prepares requests for

quotation, bid and/or proposals, reviews submissions, selects vendors and awards contracts.

2.                  Processes receiving data, credits and invoices for payment and general ledger

posting.

3.                  Responsible for Academy records as assigned, including but not limited to

departmental employee files, vehicle registrations, insurance information, vendor files and all purchasing, receiving and invoicing records.

4.                  Operates all office equipment.

5.                  Maintains filing system and detailed records.

6.                  Processes confidential information.

7.                  Screens calls, visitors and mail.

8.                  Composes and signs correspondence as necessary.

9.                  Prepares departmental payroll time sheets and maintains leave records.

10.              Acts as intermediary for supervisor maintaining contacts with others.

11.              Schedules meetings, conferences and travel for department as necessary.

12.              Works with custodians and custodial supervisor to develop schedules, create

operational policy and procedures, maintain appropriate supply inventories and provide direction to ensure satisfactory sanitation of campus buildings.

13.              May supervise students and regular Academy employees.

14.              Performs other duties as assigned.

This job description reflects the general duties of the job but is not a detailed description of all duties, which may be inherent to the position.  The Academy may assign reasonably related additional duties to individual employees consistent with policy and collective bargaining agreements.

MAINE MARITIME ACADEMY

JOB TITLE:  Facilities and Purchasing Assistant                      JOB CODE #:2492

WAGE GRADE:   15                                                            TOTAL POINTS: 398