Administrative Services Clerk IV

Responsible for the overall management, coordination and participation in all operations of the Administrative Services Department; including mail/delivery services, printing/duplicating services, shipping/receiving. office supply distribution and Fixed Asset maintenance.

Major Responsibilities:

• Assists with all training of departmental staff
• Participates in the organization, scheduling, printing and delivery of all service requests.  Updates and maintains Qualtrics or similar software for obtaining printing orders/supply requests.   
• Oversee the maintenance and operation of all mailing, printing and duplicating equipment.  Analyze and recommend additions/upgrades of equipment, when appropriate.
• Supervise and participate in the preparation/delivery of outgoing and incoming mail, supplies, and equipment and maintains related records, using the SCLogic equipment and software.  (Includes USPS, UPS, FedEx, Amazon and freight shipments)  Maintains record of all rate and procedural changes for various types of mail/shipping.
• Maintain a system to accommodate an inventory of paper and College stationary/forms for distribution to regional personnel.  Prepare related requisition/purchase orders in Workday for inventory replenishment.
• Maintain/updates an Excel spreadsheet log of all print requests, including specialty detail (lamination, combing, etc.) for monthly Workday journal entry transfers; including monthly print counts on copiers in Administration Services department.
• Prepare monthly reports for Business Office Director (BOD) to transfer printing/special project costs to specific requesting Workday Cost Centers.
• Jointly participate with other Administrative Services staff to process Fixed Assets equipment receipt for the region to include:  Receiving, inventory tagging and delivery of all capital equipment, completion of related documents in the shared I drive folder. 
• Assign and maintains storage of campus records in conjunction with the Director of Finance & Business Services and assists with disposal of records in accordance with retention policies.
• Maintain adequate internal controls and ensures compliance with College policies and procedures.
• Provide exceptional customer service to both internal and external customers.
• Serves as a “Designated Employee” and must maintain Administrative Services department during emergency or campus closing.

The above list is not to be construed as an exhaustive list.  Other duties logically associated with the position may be assigned.

Full-time, benefits-eligible position with no enrollment waiting period. Excellent benefits include:

• Medical insurance, dental insurance, vision insurance, life insurance, spouse/child life insurance, long-term disability, short-term disability, as well as other voluntary benefits

• Retirement plan with 10% employer contributions, no match necessary and no waiting period for enrollment, does have a 2 year vesting period

• Employer contribution to Health Savings Account (with Choice Plan medical insurance)

• Free Ivy Tech tuition for employee, spouse, and dependents

• For those pursuing higher degrees, Tuition Reimbursement at other institutions.

• Eligible employer under the DOL Public Service loan forgiveness program.

• Opportunities for professional development

• Paid time off: Vacation and Sick time accrued biweekly

• Paid holidays: 8 days plus winter break between December 25th and January 1st 

Minimum Requirements:

• Associate Degree required, or the equivalent in work experience, preferably in Business.

• Requires knowledge of postal regulations and procedures.
• Requires knowledge and experience in shipping/receiving areas, including operation and maintenance of equipment. 
• Well organized and able to handle a high volume of work.  Able to meet established deadlines
• Ability to operate a forklift, hand tools, and equipment used in the department.
• Ability to exercise basic human relations and customer service skills in establishing and maintaining effective working relations within the Ivy Tech Community.
• Must be proficient on personal computers utilizing Microsoft Office (preferred).
• Regular working hours are 8am-5pm, Monday-Friday.  Occasional overtime required to accommodate departmental vacation schedules or other staffing needs.

Physical Requirements:

• May be required to lift, push or pull up to 70 pounds
• May be exposed to chemical, mechanical or electrical hazards<