Job Description

JOB SUMMARY o Performs a variety of management support duties for the Facilities Department including but not limited to o processing purchase requests and orders, monitoring account fund balances, utility management data entry, work ticket system o data entry, custodial supply ordering, monitoring of department time clock entries, telephone and cell phone o account management, freight delivery and distribution, building keys distribution and inventory management and general office recordkeeping and duties. Duties require independent judgment with an understanding of Facilities Department functions, procedures and terminology. ESSENTIAL DUTIES AND RESPONSIBILITIES Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned. o Regularly processes accounts payable for the Facilities Department including creating purchase orders, following them to completion and submission to Fiscal Services for payment. o Regularly and accurately manages petty cash funds and records for the Facilities Department. o Regularly monitors Facilities Department account fund balances and provides updates to the immediate supervisor upon request. o Periodically processes account fund transfers as authorized by immediate supervisor. o Regularly creates monthly open purchase orders. o Regularly orders custodial and office supplies. o Regularly performs utility and meter reading data entry. o Regularly processes work ticket data entry and reporting weekly basis to the immediate supervisor. Sending the open calls remainder to the facility manager/ Supervisor/ Chargeman & Technicians. o Regularly monitors Facility Department time clock entries as well manual attendance. o Regularly processes, files and tracks Facility Department leave absences. o Regularly maintains department maintenance, construction, vandalism and safety records. o Regularly maintains accident/incident records and creates monthly reports. o Regularly records, transcribes and distributes monthly head custodian meeting minutes. o Regularly receives and delivers freight. o Manages Lifts, Firefighting Systems, Pest control, Landscape, Car Park, Security printer/copier maintenance contracts. o Manages phone system records. o Manages cell phone accounts, assignment and distribution. o Assists with the purchasing and delivery of furniture and other building furnishings as directed by supervisor/hod o Assists with bid documents for new construction, remodel, maintenance repairs, equipment and custodial supplies. o Assists with the distribution of building keys, printing of electronic keys and inventory management. o Assists with updating the Facilities Department directory and web page. o Assists with warehouse storage management as directed by immediate supervisor. o Develops forms, databases and spreadsheets as needed. o Arranges meetings as directed by the Facilities Department Head. o Receives, forwards and files confidential information pertaining to the Facilities Department. o Operates standard office machines and equipment including computers, scanners, printers, copiers, calculators and FAX machines. o Complies with applicable District, state, local and federal laws, rules and regulations. o Attends work regularly. Occasionally perform work beyond a standard 40-hour work week when work-load requires. o Performs other duties as assigned. MARGINAL DUTIES AND RESPONSIBILITIES Employees in this position perform some or all of the following tasks. Other duties may be assigned. o Attends meetings as assigned. o Coordinates travel and training arrangements for Facilities Department personnel. o safe environment. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required to do so. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience: Requires a thorough knowledge of office practice, procedures and equipment to include filing systems, reception and telephone techniques, in conjunction with letter and report writing. Requires a working knowledge of those activities associated with budget, management and statistical record keeping. Requires a competence in computer based software programs that support this level of work, including but not limited to: word processing, spreadsheets, presentation graphics, and data entry into custom application systems. Must be skilled in using various standard office machines, including computers, fax machines, copiers, printers and calculators. Requires thorough knowledge of proper English usage, grammar, spelling and punctuation, along with good mathematical skills. Interpersonal Skills: Requires the ability to independently perform all of the duties of the position efficiently and effectively. Must be able to perform tasks with speed and accuracy. Additionally, must be able to learn, interpret, explain and apply knowledge of District and department organization, operations, programs, functions and special department terminology Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Capable of communicating with students, staff, parents and the public using patience and courtesy, in a manner that reflects positively on the department. Language Skills: Must possess the ability to communicate fluently both verbally and in writing in English and Bahasa Melayu. Able to respond to common inquiries or complaints from students, parents, staff or members of the community. Possess the skills necessary to draft simple correspondence and routine reports. Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Mathematical Skills: Must be able to add, subtract, multiply and divide. Ability to perform these operations using units of American money and weight measurements, volume and distance. Ability to compute ratio, rate, percentage and to draw and interpret bar graphs. Reasoning Ability: Possess the ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Computer Skills: Proficiency in the usage of database software, internet software, e-mail, and word processing software. Possess the knowledge to proficiently use the following programs strongly preferred: MS Word, PowerPoint, Publisher and Excel. The skills to type accurately and proficiently is required. Other Skills and Abilities: Requires the ability to independently perform all of the duties of the position efficiently and effectively. Must be able to perform tasks with speed and accuracy. Must be able to learn, interpret, explain and apply knowledge of District and department organization, operations, programs, functions and special department terminology to relieve an administrator or program director of a variety of administrative details. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to communicate with students, staff, parents and the public using patience and courtesy, and in a manner that reflects positively on the department.

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