Senior Associate (Facilities Maintenance)

Primary Purpose:

To act as the administrative secretary for the Facilities Maintenance department providing clerical services and managing office activities. Maintains control of the work order system for the department, and submits regulatory reports as needed.

Education / Certification:

• High School Diploma or GED required.

• One year certificate from college or technical school is preferred.

• Possess a Texas Class "C" driver's license with demonstrated safety record.

Special Knowledge / Skills:

• Possess knowledge of Facilities Maintenance Department operations and pertinent policies.

• Knowledge of the operation of the automated work order system and computer software programs (i.e., Microsoft Word, Excel, etc.).

• Possess the ability to keep confidential information.

• Possess the ability to develop tactful working relationships with customers, administrators, and shop supervisors.

• Knowledge and familiarity of the work direction, scheduling and labor reporting of a work force engaged in the maintenance and care of building systems.

• Possess the ability to express thoughts clearly and effectively both orally and in writing.

Experience / Other Requirements:

• Three years of experience with scheduling and work order systems or other related clerical work.

• Personal cell phone is required to handle district related business, including after hours, or when away from the office on district business.

Major Responsibilites and Duties:

• Receives work orders from campus staff and administrators via the automated work order system or telephone, ensures correct shop assignment, and performs a verification that priority of service (emergency, urgent or routine) is accurately reflected.

• Provides over the phone assistance related to inputting work orders in the automated work order system.

• Reviews work descriptions provided for content and may contact the customer for additional information, if needed.

• Utilizes a computer to continuously track and manage work orders from start to completion.

• Maintain call lists for "on-call" maintenance personnel.

• Inputs job labor estimates, verifies work order for accuracy by ensuring all materials and labor cost have been included prior to completing a work order.

• Prepares daily and weekly work schedule reports by individual shop for the Director of Maintenance and Operations review.

• Contacts roofing contractors as needed for repairs.

• Oversees the fuel expenditures for the Maintenance and Operations Department.

• Prepares and submits Tier II yearly reports for the district to the Department of State Health Services.

• Assists with submissions for purchase orders as needed.

• Maintains confidentiality of all information.

• Reports to work on time every day.

• Responsible for properly maintaining district records, adhering to all policies set forth by the district for records maintenance and learning the records retention schedule for department records.

• Other duties as assigned.

Supervisory Responsibilities:

None.