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Facilities and Operations Clerk - Environmental Services Jobs in Suwanee, GA

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Facilities and Operations Clerk - Environmental Services

Gwinnett Daily Post

License and Certification Qualifications: None required.

Education Qualifications: High school diploma or equivalent required.

Experience Qualifications: Two years secretarial/administrative or equivalent acceptable experience required. Customer service experience preferred.

Skills Qualifications: Ability to courteously and effectively communicate with a broad range of employees at various levels of the organization, particularly local school support staff, contract service providers, and vendors; strong interpersonal skills for responding to and solving common problems; ability to use sound judgment to assess and redirect issues which require a further level of intervention; ability to follow oral and written instructions quickly and accurately; basic computer skills with spreadsheet, web browsing, database, computerized maintenance management, time and attendance, and supply chain management related software; ability to accurately create and maintain electronic and hardcopy records with a high degree of accuracy; ability to write routine correspondence; and ability to act as a representative of Gwinnett County Public Schools.

Primary Responsibilities: Provide a broad range of clerical support to all offices within the Department of Environmental and Supply Services.

1. Provide customer service support for the environmental and supply services functions of the department.
a. Receive and respond to or redirect telephone calls and e-mails from local school and central office staff, contract service providers, vendors, or other members of the public as required, in a professional and courteous manner.
b. Assess problems and situations reported by internal and external customers and determine the degree and the nature of service needs.
c. Alert department personnel and contract service providers, through established means, to emergency or urgent situations requiring attention and assistance from their respective staff as appropriate.
d. Provide requested information concerning the department, services, staff, and programs as appropriate.
e. Maintain supportive and cooperative working relationships with all department members, other school system staff, contract service providers, and members of the public.

2. Provide maintenance management system support to the environmental services functions of the department.
a. Receive electronic service requests from local schools and central office staff through the Maximo computerized maintenance management system and convert requests to work orders for pest control or custodial equipment repair services by following prescribed system procedures.
b. Create work orders for pest control or custodial equipment repair service needs of local school or central office facilities through the Maximo computerized maintenance management system by following prescribed procedures when those needs are reported by means other than submission of an electronic service request.
c. Ensure that service requests or work orders submitted or assigned to the department are processed in a timely manner and to the proper status for department technicians to respond.
d. Generate and provide screen prints, reports, logs, or lists of Maximo service requests or work orders as requested by supervisor or other appropriate environmental services personnel.

3. Provide payroll and leave accounting support for the environmental services functions of the department.
a. Receive and review GCPS Absence Take and Fair Labor Standards Act (FLSA) Forms submitted by environmental services personnel to ensure the forms are properly completed.
b. Enter submitted and approved dates, times, absence reasons or time reporting codes into the electronic Time and Attendance (eTA) system for environmental services personnel by the established deadlines for biweekly and monthly payroll processing.
c. Receive and review GCPS Miscellaneous Time and Attendance Forms submitted by part-time or seasonal environmental services personnel to ensure the forms are properly completed.
d. Enter submitted and approved dates, start and end times, hours worked and time reporting codes into the eTA system for part-time or seasonal environmental services personnel by the established deadlines for biweekly and monthly payroll processing.
e. Review entries keyed into eTA for accuracy, correct any errors, and approve/submit entries by established deadlines for biweekly and monthly payroll processing.
f. Review and adjust past entries keyed into eTA.

4. Provide records management support for the environmental services and supply services functions of the department.
a. Create and maintain a filing system for organizing, retaining, and retrieving written or electronic records including, but not limited to, time and attendance documents, vendor files, and reference materials.
b. Maintain and update spreadsheets of Key Performance Indicators (KPIs) and print and distribute related charts, graphs, or reports.
c. Maintain, update, and distribute lists for pest control and custodial equipment repair school assignments, head custodians or other contacts, training class participants, department employees, and other groups or functions for the department as required.
d. Maintain records including schedules regarding routine requests for solid waste pick up, compactor and dumpster placements or repairs, and other related issues at local schools and support facilities.

5. Provide clerical support for the environmental services and supply services functions of the department.
a. Compose and distribute correspondence, invitations, certificates, contact lists, schedules, agendas, training aids, and other documents.
b. Ensure that correspondence, certificates, contact lists, schedules, agendas, training aids, and other documents composed are accurate, complete, and conform to standard English usage and prescribed GCPS style.
c. Route correspondence received to proper department personnel and facilitate timely exchange of misdirected mail, critical hardcopy documents, or small packages between department offices in the Service Center and the Distribution Center.
d. Operate and request routine maintenance of department office equipment including, but not limited to, copiers, printers, scanners, computers, fax machines, and calculators.
e. Receive, direct, and assist visitors to the department as needed.
f. Monitor and communicate dates, times, locations, and other details of upcoming or recurring meetings as assigned.

6. Provide purchasing, budget, and other financial transaction support for the environmental services and supply services functions of the department.
a. Maintain and update spreadsheets of select financial transaction data for the supply services function.
b. Prepare check requests on behalf of department managers, supervisors, and other staff as required, obtain necessary approval signatures, and submit requests for payment of invoices, once approved.
c. Place orders for office and custodial supplies for the department, using the department purchase card, the PeopleSoft Requisition Module, or other means in accordance with established GCPS policy and procedures as requested by supervisor.
d. Obtain, compile, and submit classroom trailer count information for local schools to the Business and Finance Division to facilitate the allocation of funds for custodial care of classroom trailers as assigned.
e. Assist department staff by arranging and paying for travel and/or lodging, managing deposits and fees, and facilitating the completion and submission of reimbursement documents.

7. Provide support for development, scheduling and tracking of training for the environmental and supply services functions of the department.
a. Assist Custodial Trainers and other department staff to create training sessions in the PD&E tool.
b. Document training session attendance and course completion.
c. Generate, compile, and distribute reports of course attendance and completion.
d. Troubleshoot reported problems with created PD&E training modules, and assist Head Custodians and others in resolving reported concerns.

8. Perform other duties as assigned.

Physical Demands:
While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to finger, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Aug 21, 2021. Gwinnett County Public Schools Jobs from Gwinnett Daily Post

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