Office Support Specialist

Schedule Information: 7:00am - 3:30pm

Hours per Week: 37.5

Benefits: Health, Dental, Life & Disability; Sick, Vacation & Holiday Pay; Personal Business; Harper Tuition Waivers; and Professional Expense

Work Conditions: Work is primarily indoor and sedentary in nature. However, worker may be subject to both indoor and outdoor site environmental conditions.

Duties of Position: Serves as Facilities Management’s service center specialist and primarily responsible for management of the Division’s Computerized Maintenance Management System (CMMS) and management of time keeping system for staff. Acts as a liaison between Harper Information Technology Department (IT) and the manufacturer for all CMMS software procurement and troubleshooting.

Creates relational database designs by organizing fields into tables, creating primary keys and joining relational tables in the CMMS system.

Oversees the collection of data and ensures the validity and uniformity of information entered into the CMMS. Reconciles service requests, preventive maintenance schedules, fiscal year projects, building records, etc. for a wide variety of users.

Creates standardization methodology for system input elements.

Develops and assembles departmental reports as required.

Trains users and student aides for section-specific data entry, monitoring and reporting needs. Meets with supervisors to review issues/ideas to improve use of system.

Tracks rental costs for chargebacks. Run CMMS reports to track time and cost to separate charges for Harper, Common and Palatine Park District and submit to Accounting Department.

Works closely with Human Resources and Payroll for union time keeping system to confirm accuracy of accruals, track and adjust workers compensation issues. Maintains and corrects employee database.

Serves as back up for Facilities CMMS Supervisor – learn processes for Personal Action Notices (PANs), purchase requisition, utilities software – ability to navigate system and run reports.

Provides administrative support to Executive Director, Architect, Project Managers, and Supervisors as needed.

Provides system support to Facilities personnel as needed.

Interprets end user specifications to ensure functional user’s needs are met and assists with analysis of vendor submissions for procurement/replacement of other computerized systems used by Facilities Management including time keeping system, department phones, tablets for CMMS mobile users.

Coordinates the inventory and provides routine updating and troubleshooting of the division phones.

Maintains and updates Construction News on HIP page.

Member of Shared Governance Committee.

Performs other related duties as assigned.

Educational Requirements: Minimum Associate degree required.

Experience Requirements: Preferred 5 years direct experience with the operation of a Computerized Maintenance Management System including data analysis and management. Must understand relational databases. Proficiency with Microsoft Office Suite and basic programming for other divisional telecommunications and computer-related products.

Application Review Date: Applications are accepted until the position is filled though priority will be given to applications received on or before: November 23, 2022.

Requir ed Documents: ***A resume and cover letter are required to complete the application process***

* Official transcripts required upon hire
* Employment is contingent upon Criminal Background Check.
* Employment sponsorship is not available.

Harper College is an Equal Opportunity Employer. We strive to create an inclusive learning and working environment where individual differences and identities are respected, valued and embraced. We encourage women, people from historically underrepresented groups, individuals with disabilities and veterans to apply.

Harper College is an Equal Opportunity Employer. We strive to create an inclusive learning and working environment where individual differences and identities are respected, valued and embraced. We encourage women, people from historically underrepresented groups, individuals with disabilities and veterans to apply.

Advertised: November 09, 2022 Central Standard Time
Applications close: