Office & Administrative Special Intermediate for Facilities Services

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Working Title:

Office & Administrative Special Intermediate for Facilities Services

Institution:

Winona State UniversityOffice & Admin Specialist Int

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

Winona

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$21.12 - $29.73

Job Description

The purpose of this position is to provide administrative assistant support to the Assistant Vice President for Facilities and other facilities services staff as directed.  This position manages the day-to-day operations of the main office including vehicle reservations, building key issuances, processing of work-orders, receptionist duties, radio dispatching, including supervising student workers and monitoring budgets and other duties as assigned

Responsibilities:

1. Perform the responsibilities of the facilities services main office desk receptionist in an efficient and effective manner to meet customer needs.

A. Serve as the central communication line for facilities services by performing the duties of base 2-way radio dispatch operator and the main office walk-in/phone receptionist by receiving customers and directing their concerns as needed while maintaining good public relations with all customers either from on campus or off campus.  Resolve problems with care and discretion and determine appropriate referrals when necessary so that supervisors’ time is not used for routine matters.

      1. Evaluate all requests for services and process accordingly.  For emergency calls, obtain all pertinent information and dispatch the details to the proper Facilities Services personnel enabling them to respond promptly and effectively to the situation.

       2. Upon receiving work request verbally, through e-mail, or in writing, enter work orders into the computerize work-order system, prioritize work orders, and dispense to the appropriate personnel

       3. Close work orders.

B.  Provide administrative assistant support for facilities services supervisors as directed, support includes but in not limited to drafting emails, making copies, doing spreadsheets, and arranging appointments.

C.  Use judgment when receiving calls to determine emergency situations and respond appropriately.

D.  Write, review and alert all employees/campus of facility notifications, i.e; Building closures, electrical down time, plumbing repairs, as directed by a Supervisor.

E.  Aid in the development and implementation of Facilities Services policies and procedures.

F.   Maintain database of employee reimbursement for safety glasses and footwear.

G.  Provide back-up to other facility service’s OASs.

H.  Other duties as assigned by the Assistant Vice President for Facilities or Business Manager.

2. Manage facility service’s website.  Prepare website updates as needed.  Provide general technical support for website and other technological enhancements utilized by facilities staff.  Room reservation scheduling – Schedule room reservations campus wide for faculty/staff, student and non-WSU entity events.

A. Prepare information to be used on website, accept edits to website from other facilities areas or departments and act as the web content approver.

B. Make sure web changes and updates are in accordance with the standards and best practices of the University website.

C. Work with University webmaster and web communications staff to stay current on latest trends and practices concerning website.

D. Schedule events in EMS.  Send a confirmation to the requestor.

E. Distribute copies of the request form to facilities personnel.

F. Run and distribute the weekly room reservation report.

G. Attend meetings regarding the implementation of new reservation EMS system.

H. Prepare Facility Use contracts and distribute.  Obtain insurance and send copy to legal.

3. Maintain a system of allocating state-owned fleet vehicles and motorpool  for use by the University’s employees, designated individuals, or student organizations.

A.  Maintain vehicle usage schedules and records in Sharepoint and Excel pertaining to vehicle management so all vehicle information is accurate and up-to-date. Ensure all vehicle expenses are charged against the appropriate account.

B.  Justify fuel credit card slips for all Winona State vehicles with the statement from the credit card issuer and approve payment.

C.  Create, update, and issue instructions regarding the policies and procedures to be followed when using a state fleet vehicle, how to handle emergency situations, when the vehicle is to be returned, etc. Follow up on failure to comply to any of the written policies for the use of the University’s vehicles in a firm but polite manner. Maintain a list of drivers who have failed to comply.

D. Monitor a maintenance schedule for the routine maintenance of fleet vehicles and schedule the servicing of these vehicles with the contract mechanic. Process all contracts received indicating a problem with any of the fleet vehicles, remove the vehicle from service, contact the contract mechanic, and have the vehicle problem resolved before putting the vehicle back in service.

E. Upon receiving information of damage to a fleet vehicle, contact the responsible driver to make sure the correct accident forms are properly completed, arrange for written estimate(s), and forward these forms to the business office for processing. After approval is received from risk management, arrange for the necessary repairs to be completed before putting vehicle back in service.

F. Do all proper paperwork to get new vehicles ready to go in the motor pool and get vehicles ready to go to auction to be sold which includes setting up appointment with vendor to add/remove car numbers, sending proper paperwork to business office, add/remove vehicle from motor pool reservation book, add/remove clipboard and all paperwork from vehicle, and make any changes on all motor pool spreadsheets.

G. service records for all motor pool vehicles and facilities services vehicles. Ensure that all vehicle expenses are charged against the appropriate account. Reconcile the monthly statement from contract mechanic and approve payment.

H. Purple pouch – set up and maintain keys/pouches for motor pool vehicles.  Including insurance and fuel cards. 

I. Driver eligibility – respond to all driver eligibility questions or concerns, including working with risk management to resolve issues.

J. Process motorpool vehicle reservations, cancellations, and changes.

K. Prepare, maintain, and process motorpool billing spreadsheets for internal charges for the use of motorpool vehicles.

4. Maintain the Building Key Records System for Facilities Services Employees. Building keys are to be issued according to University official written policy. Perform other duties as assigned by supervisor.

A. Coordinate key requests for GMW’s/contractors and verify the information for proper signatures and authorization from proper personnel. Access the building key computer program and verify that the requestor is a WSU employee, that he/she does not already possess a key to that area, and contact requestor if there is a problem before giving the key issuance form to the locksmith to order the key(s).

B. Enter all key requests into the computer key program. Maintain an up-to-date building key records system and follow up on keys not returned.

C. Maintain the building master key cabinet within the facilities services main office/contractor keys.

                                                 

Salary Range:

Minimum Qualifications

Math-sufficient to add, subtract, multiply and divide in reconciling budgets, paying invoices and determining two-way radio repair. 

Typing/Keyboarding (40 WPM)-sufficient to type correspondence for the Assistant Vice President for Facilities related campus notifications.

Data Entry Performance-To enter information from energy bills into spreadsheets and online databases.

Communication Skills -sufficient to communicate with customers over the phone, in person and via email.

Word Processing-sufficient to draft proof, edit and create correspondence for the Assistant Vice President of Facilities and Facilities related campus notifications.

Spreadsheets-sufficient to create new spreadsheets, pull data from invoices, enter data into spreadsheets and manipulate data in spreadsheets.

Bookkeeping-sufficient to provide oversight on facilities office and motorpool budgets. 

Customer Service Skills-sufficient to serve as the receptionist for the facilities services main office.

 

Must pass a criminal background check

Preferred Qualification 

• Excellent oral and written communication skills sufficient to communicate professionally and respectfully
• Excellent organization skills sufficient to ensure accurate record keeping and work in a fast paced environment with multiple interruptions\
• Demonstrated ability to multi-task
• Excellent human relations skills sufficient to interact with a variety of customers in situations of a difficult nature from time to time.
• Knowledge of office equipment including computer, printer, fax and copy machine
• Experience with and knowledge of Microsoft office products including Word, Excel and SharePoint
• Experience with and knowledge of computerized accounting software
• Experience managing databases
• Knowledge of portable radio dispatch systems
  

Other Requirements

1. The successful candidate must be able to lawfully accept employment in the United States by the day employment begins. The University regrets that we are unable to offer H1-B sponsorship at this time.

2. A complete online application will include the following:  

• A cover letter that addresses the qualifications listed previously
• Current Resume
• A list of professional references with contact information
  

Work Shift (Hours / Days of work) Monday-Friday; 7:00am-3:30pm

Posting Information:

Application Deadline: October 21, 2026

Appointment Date: As Soon As Possible

Primary Location: Winona, Minnesota

Type of Appointment: Probationary

Telework (Yes/No) No

About Winona State University

Founded in 1858, Winona State University is a regional public university and the oldest member of the Minnesota State system. Offering more than 200 majors and programs, Winona State has the #1 Student Success Rate in the Minnesota State System with 96.97 percent of WSU graduates being hired in a field related to their degree. U.S. News recognized Winona State as having top-ranking undergraduate programs in nursing, engineering, psychology, business, and computer science. With campuses in both Winona and Rochester, Winona State offers the best of both worlds. Widely known for its stunning natural setting, the Winona campus is nestled between picturesque bluffs and the Mississippi River - meaning rock climbing, paddle-boarding, hiking, and kayaking are within a mile of campus. WSU’s Rochester campus is located in Minnesota’s third largest city - a dynamic hub for industry, arts, and culture, and consistently ranked as one of the best places to live in the U.S. Winona State University's mission is to enhance the intellectual, social, cultural and economic vitality of the people and communities we serve: a community of learners improving our world. For more information, visit winona.edu.

Employment for this position is covered by the collective bargaining agreement for American Federation of State, County and Municipal Employees (AFSCME) which can be found at https://www.minnstate.edu/system/working/relations.html

Notice: In accordance with Minnesota State policy, employees driving on university business who use a rental or state vehicle shall be required to conform to Minnesota State’s vehicle use criteria and consent to a motor vehicle records check. The Winona State University Annual Security and Fire Safety Report is available for your review. This report is required by federal law and contains policy statements and crime statistics for the University. The policy statements address the school's policies, procedures, and programs concerning safety and security. Three years' worth of statistics are included for certain types of crimes that were reported to have occurred on-campus, or in other University affiliated locations. This report is available online at https://www.winona.edu/about/safety-security/. You may also request a paper copy from University Security by emailing security@winona.edu.

 

Winona State University is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.

 

The University provides reasonable accommodations to qualified individuals with disabilities upon request.

 

A member of the Minnesota State Colleges and Universities System. A community of learners improving our world!

 

Salary is commensurate with experience and qualifications and is subject to the terms and conditions of the applicable bargaining unit agreement or personnel plan.

Benefits Information:

At Minnesota State, we take your well-being and work-life balance seriously. We offer a comprehensive benefits package that features low-cost medical and dental insurance with affordable deductibles, employer-paid life insurance, short- and long-term disability, and pre-tax healthcare and dependent care accounts with a roll-over option. To further support your holistic health, employees also have access to a confidential Employee Assistance Program (EAP) for mental health, legal, and financial counseling. Detailed plan details, rates, and coverage choices can be reviewed directly via the State Employee Group Insurance Program (SEGIP) website.

 

To support your life outside of work, our package includes 12 paid holidays, generous vacation and sick time, and six weeks of Paid Parental Leave. We also help you secure your financial future with a robust Pension Plan, 457(b) and 403(b) retirement accounts, and various investment options. Furthermore, we invest in your growth by providing dedicated professional development and tuition waivers for both you and your dependents. Please note that specific benefit eligibility and coverage levels may vary depending on the type of position, employee classification, and collective bargaining agreements.

Desired Start Date:

12-07-2026

Position End Date:

Open Date:

10-07-2026

Close Date:

10-22-2026

Posting Contact Name:

Robin M Delong

Posting Contact Email:

rdelong@winona.edu