Facility Maintenance Coord

This position is responsible for providing administrative and secretarial support to the department.

1. Prepare and maintain files and records of invoices and purchases where product warranty is provided. This duty is performed daily, about 5% of the time.

2. Request bids from Vendors to provide the best price for purchases made by the department. This duty is performed daily, about 5% of the time.

3. Fill out purchase request and prepare for signatures. This duty is performed daily, about 10% of the time.

4. Build Spreadsheets for tracking/age and cost of Maintenance on HVAC systems, & city buildings. This duty is performed monthly, about 20% of the time.

5. Provide feedback on progress and completion of work orders to requesting departments. This duty is performed daily, about 10% of the time.

6. Receive, process, assign work orders to maintenance employees and track progress. This duty is performed daily, about 10% of the time.

7. Track and maintain warehouse stock levels of commonly used supplies. This duty is performed monthly, about 5% of the time.

8. Assist in preparation of yearly budget. This duty is performed annually, about 5% of the time.

9. Track expenses for budget through Springbrook. This duty is performed monthly, about 5% of the time.

10. Issue/receive keys to all city buildings & maintain logs of keys issued. This duty is performed as needed, about 5% of the time.

11. Take photos, prepare, and maintain electronic catalog of surplus property. This duty is performed monthly, about 5% of the time.

12. Prepare bid tally sheets for large purchases and prepare purchase request for PO. This duty is performed as needed, about 5% of the time.

13. Record employee attendance and prepare payroll. This duty is performed daily, about 5% of the time.

14. Monitor and maintain safety training records. This duty is performed monthly, about 5% of the time.

15. Perform any other related duties as required or assigned.

Responsibility for work of others: Not indicated.

Occasionally responsible for organization's property where carelessness, error, or misappropriation would result in moderate damage or moderate monetary loss to the organization. The total value for the above would range from $150,000 to $1,000,000.

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Knowledge of a specialized field (however acquired), such as basic accounting, computer, etc. Equivalent of four years in high school, plus night, trade extension, or correspondence school specialized training, equal to two years of college, plus 3 years related experience and/or training, or equivalent combination of education and experience.

Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.

Ability to add, subtract, multiply and divide numbers. Ability to perform these mathematical skills using money and other forms of measurement.

Ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables in situations of a routine nature.

Not indicated.

MS Office experience

Advanced: Spreadsheet

Intermediate: 10-Key, Database, Payroll Systems, Word Processing/Typing

Basic: Accounting, Alphanumeric Data Entry, Contact Management

Under general supervision where standard practice enables the employee to proceed alone on routine work, referring all questionable cases to supervisor.

Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.

Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance; the latter of which would affect the work operations of other employees and/or clientele to a moderate degree.

Close mental demand. Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's administration and operations; also to determine or select material and equipment where highly variable sequences are involved.

Moderately structured. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.

Probable errors would not likely be detected until they reached another department, office or patron, and would then require considerable time and effort to correct the situation. Frequently, possibility of error that would affect the organization's prestige and relationship with the public to a limited extent, but where succeeding operations or supervision would normally preclude the possibility of a serious situation arising as a result of the error or decision.

Directed. Freedom to complete duties as defined by wide-ranging policies and precedents with mid to upper-level managerial oversight.

The amount of annual dollars generated based on the job's essential duties / responsibilities. Examples would include direct dollar generation, departmental budget, proper handling of organization funds, expense control, and savings from new techniques or reduction in manpower.

None. Job does not create any dollar monetary impact for the organization.

Modest impact. Job has some impact on the organizations end results, but still from an indirect level. Provides assistance and support services that facilitates decision making by others.

Regular contacts with patrons, either within the office or in the field. May also involve occasional self-initiated contacts to patrons. Lack of tact and judgment may result in a limited type of problem for the organization.

Contacts of considerable importance within the department or office, such as those required in coordination of effort, or frequent contacts with other departments or offices, generally in normal course of performing duties. Requires tact in discussing problems and presenting data and making recommendations, but responsibility for action and decision reverts to others.

Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, driver's license/cdl, etc.)

Disagreeable working conditions. Exposed to several of the elements in degree 2, which are present continuously enough to make the conditions disagreeable. May involve heavy travel and/or work is in the evening during the night hours.

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

While performing the functions of this job, the employee is occasionally exposed to work near moving mechanical parts, outdoor weather conditions. The noise level in the work environment is usually moderate.

The following physical activities 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 and expectations.

Moderate diversity, moderately physical. Work activities which allow for a moderate amount of diversity in the performance of tasks which requires somewhat diversified physical demands of the employee.

While performing the functions of this job, the employee is regularly required to sit, use hands to finger, handle, or feel, talk or hear; frequently required to stand, reach with hands and arms; and occasionally required to walk, climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds; frequently lift and/or move up to 25 pounds; regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision; distance vision; and color vision.

Not indicated.