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Staff Assistant, Office of Physical Plant

Phillips Academy
locationAndover, MA, USA
PublishedPublished: 6/14/2022
Full Time

Job Description

Job Description

Phillips Academy seeks a full-time Staff Assistant for the 7:30 am to 4:00pm shift, Monday - Friday, in the Office of the Physical Plant. Under the supervision of the Office Manager, the Staff Assistant serves as the primary contact for the Office of Physical Plant (OPP) and performs general administrative tasks, requiring proficiency in office equipment and efficient multitasking. The assistant will share each of the essential duties and responsibilities with other team members within the Business Management Department of OPP. The assistant must perform all essential duties with a high sense of urgency. In emergencies or extreme weather conditions, this position may be designated as essential, requiring employees to report to or remain on duty during their scheduled hours or as directed by their supervisors. Supervisors will inform employees when the functions of their position are deemed essential.

Essential Duties and Responsibilities:

  • This role is critical to maintaining essential operations. The Staff Assistant is required to work and perform assigned duties during emergencies (e.g., severe weather, power outages, system failures).
  • Always ensure there is coverage at the front desk during normal business hours.
  • Answer all incoming telephone calls to the OPP Help Desk and route them to appropriate staff. Enter all work orders generated by phone calls and emails.
  • Greet all incoming visitors to OPP, ascertain the nature of business, and guide them to appropriate staff.
  • Perform a variety of clerical duties such as filing, copying, distribution of department mail, printing, and others.
  • Communicate via two-way radio transmissions with OPP field employees.
  • Follow documented procedures to process end of year key returns.
  • Perform end of school year dorm inspections and process damage violations.
  • Order and receive office supplies as necessary to maintain an adequate inventory.
  • Restock office equipment daily with paper, toner, ink cartridges, etc.
  • Responsible for scheduling Rally Wagon usage, including providing rentals, issuing keys in and out, and issuing charges to other departments when appropriate in accordance with established policies.
  • Coordination of Rally Wagon testing, including driving test and online test.
  • Assist with the DigSafe permits with DigSafe System, Inc., MA(Exactix) and initiate Phillips Academy notification and marking procedure.
  • Process check requests, mileage reimbursement requests, and expense reports for OPP personnel.
  • Responsible for preparation and notification of Operations Construction Alerts.
  • Prepare and distribute OPP On-Call Manager List monthly.
  • Update and distribute contractor activity report weekly.
  • Maintain and disperse department petty cash.
  • Schedule Log Cabin rentals in accordance with established policies including insurance paperwork and rental payments.
  • Schedule usage of McKeen Conference Rooms One and Two.
  • Maintain multiple calendars, including but not limited to Log Cabin, McKeen Conference Rooms and Rally Wagons.
  • May be required to take meeting notes/minutes.

High School Diploma and 3-5 years of Facilities or related experience required. Full job description attached. Please review in its entirety. This is a non-exempt (hourly paid) position and is eligible for benefits.

Phillips Academy is an equal opportunity employer. Phillips Academy is an intentionally diverse and inclusive residential community “committed to creating an equitable and inclusive school in which students from diverse backgrounds, cultures, and experiences—including race, ethnicity, nationality, gender, socioeconomic class, sexual orientation, gender identity, religion, and ability—learn and grow together.” The ideal candidate supports the inclusive and diverse nature of the community. Any offers of employment will be contingent upon successful CORI/SORI and fingerprinting background checks as well as unrestricted authorization to work in the United States.

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