Working Hours: 

Working hours for this position consist of a 7.5 hour period Monday through Friday (between the hours of 7:30am and 5:30pm), exclusive of a 1/2 or 1 hour lunch. These hours to be agreed upon between the supervisor and employee at the onset of employment. 

Summary:

 The Office Coordinator creates and maintains a productive work environment for the Facilities and Security Services Department, and provides excellent internal customer service to support all areas of the College. Provides administrative support/secretarial duties for the department. Provides technical support for specified facility and security systems as needed. Acts as central point of contact for facilities two evenings per week.

This person will serve as the initial contact between the College community and the Facilities and Security Department. This individual will be required to independently assess and respond to daily operational issues as directed by administration.

Essential Duties and Responsibilities:

1. Serve as member of the Clery Compliance Committee and as a Campus Security Authority (CSA). CSA’s shall report all Clery crimes to the Clery Compliance Officer to ensure campus compliance with timely warnings and daily crime log entries that are time sensitive.
2. Acting as the Director’s representative, is responsible for the implementation of the daily administrative and operational business in the department.
3. Acts as backup on the emergency management system.
4. Manages the ID card system and supplies, and produces ID cards as required.
5. Reviews the red flag system and updates the daily crime log according to established procedures and protocols, including sending and receiving crime statistics to/from RPD as required.
6. Process timesheets for student workers, and handle other paperwork required for student workers.
7. Ensure good working condition of security and facilities equipment i.e. radios, ID card system.
8. Schedule maintenance and coordinate with dealerships any work to be done on the RACC truck and van.
9. Document construction progress with pictures and videos.
10. Manages the financial records for facilities and security, including the processing and tracking of invoices, maintaining RFP and contract information, and the requisitioning of all materials and supplies following established procurement and expenditure procedures.
11. Identify new vendors as needed and help secure their services for RACC as needed.
12.  Assists the Director with the development and maintenance of various capital, construction and operation budgets and initiates the preparation of annual reports and projections.
13. Provides office support to the Director and other department staff. Includes maintaining office supplies, routing mail, sending/receiving faxes and maintaining all paper and electronic files.
14. Assists the Director in the administration and monitoring of deferred maintenance projects.
15. Responds to inquiries, concerns, complaints and questions from administrators, board members, faculty, staff, students and vendors.
16. Interacts with outsourced security service provider on daily security matters.
17. Provides support for special events and projects as required.
18. Conducts ad-hoc research and assembles and reports statistical data as required, including the legal reporting related to Clery and UCR.
19. Prioritizes and routes work order requests.
20. Issues, tracks and monitors door keys for all employees. Utilizes the card access system software to grant, change, or rescind access as required.
21. Inputs information and operates the computerized maintenance management system (CMMS).
22. Organizes and insures proper set-up of requests for functions needed by in-house and outside groups.
23. Coordinates and arranges meetings and prepares agendas and records and transcribes meeting minutes.
24. Researches internet for information required to support department.
25. Gathers and compiles information, proofreads, maintains reports and files related to the department such as local, state and federal reports.
26. Operate and manage Omnilert, RACC’s mass notification system.
27. Maintain and update as needed RACC’s emergency operating procedures, contact lists and other disaster preparedness documents.
28. Review, edit and export security camera footage for security and law enforcement as needed.
29. Assist emergency personnel, ERT, EMC and police when needed including drills.
30. Manage vendor contracts and coordinate with vendors on projects as liaison.
31. Physically assist with furniture moves, etc. as backup.
32. Organize, construct and distribute the RACC campus building hours each semester.
33. Other work-related duties may be assigned.

Supervisory Responsibilities                                                

This job has no supervisory responsibilities.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Required:                                                       

1. High school diploma
2. Three (3) or more years of solid office manager work experience
3. Proficiency in Microsoft Office software, spreadsheets, and internet search

Preferred:

1. Experience with work order software
2. Experience with Access systems
3. Community College experience
4. Construction office experience
5. Bilingual (English/Spanish)

Communication Skills:                                             

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills:                                                 

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:                                                    

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:                                                       

To perform this job successfully, an individual should have proficiency in using Excel Spreadsheet software and M.S. Word software and searching the internet. The position will require proficient use of multiple and varied software programs including but not limited to: financial reporting, procurement, work order processing, red flag system, Clery reporting, payroll/timesheet processing system, and the emergency notification system.

Certificates, Licenses, Registrations: 

None

Other Skills and Abilities:                                                   

• Must be able to learn multiple software systems and programs
• Organized and detail-oriented.
• Excellent written and oral communication skills.
• Able to manage multiple projects at once in a fast-paced environment with routine supervision.
• Demonstrate a high level of confidentiality.
• Capable of working with limited supervision, assuming initiative and interpreting department policies and procedures.
• Work well under pressure and meet tight deadlines.
• Able to establish and maintain positive working relationships with individuals at all levels of the College.

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to walk; sit and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms and talk or hear. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision.

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   The noise level in the work environment is usually moderate.

FOR ANNUAL SECURITY AND CRIME STATISTICS REPORTS:

https://www.racc.edu/about-racc/clery