Maintenance Specialist

Maintenance Specialist

Assist with daily operation of the maintenance department.

Education/Certification: High school diploma or GED. Special Knowledge/Skills: Proficient keyboarding and file maintenance skills. Knowledge of correct English usage, grammar, spelling, and punctuation. Ability to use personal computer and software to develop spreadsheets, databases, and do word processing. Knowledge of basic accounting principles. Experience: Three years' secretarial experience, preferably in public education environment.

Major Responsibilities and Duties:

• Accounts payable/PO: Process daily purchases and quotes for PO request, approval, and report discrepancies to Director, rectify issues once approved. Daily process invoices, verify information, add support documents for PO request, enter PO request for vendor open PO's, monthly close out old PO's, release any remaining budget, monthly send PO's to staff to purchases, send PO's to vendors to proceed with maintenance services, notify Director for schedule weekly.
• Set up new vendor, send out vendor packet, sales tax exemption form, W9, and forward to Business Office/Purchasing. Procurement of Parts: Assist staff in purchasing needed parts, shopping vendors for best option, weekly coordinate delivery of parts to warehouse. Order supplies for office and shop needs bi-weekly, order t-shirts uniform form staff as needed.
• Equipment Inventory: Maintain spreadsheet of maintenance records for vehicles, and equipment such as mowers, trimmers, tractor, vehicle tool inventory, trailers, and forklift, monthly track registration needed inspection for vehicles, trailer inspection, and all equipment maintenance needed and notifying staff when inspection is due plus recall issues.
• Vendor Services Coordination: Pest control schedule services, track work order tickets weekly, access badges contractor monthly, HVAC Tridium: Assist HVAC, make adjustments to temperature as needed weekly, manipulate controls to aid in troubleshooting as needed.
• Work Order System: Help with monitoring work orders, notifying Director of critical needs, daily work order handled by Administrative Assistant pest issues, copy paper delivery to each campus, furniture pick up, etc.
• Other Assignments: Maintain spreadsheet inventory of the following categories for each campus: backflow devices, elevators, boilers, HVAC equipment, fire safety systems (extinguishers, sprinklers, FAS equipment), paint colors, ceiling tiles, playground equipment, this task is continuously modified or updated yearly auction - receive, sort and organize items for auction prep all items for auction, load up data to auctioneer vendor, disperse items to winning bidders, send reports to Purchasing Department. Copy paper - send monthly reports to the Purchasing Department, track copy paper inventory, handle work orders for copy paper, maintain and update detailed spreadsheets for tracking and reporting. Document storage and disposal coordinating with each campus for storage and disposal United States and Texas flags, order and maintain inventory mail process and handle all maintenance mail maintenance applicants contact, schedule interviews.

Supervisory Responsibilities: None. Equipment Used: Personal computer, printer, copier, and calculator. Working Conditions: Mental Demands/Physical Demands/Environmental Factors: Repetitive hand motions; prolonged use of computer.