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Facilities and Operations Assistant - Building Maintenance Department Jobs in Suwanee, GA

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Facilities and Operations Assistant - Building Maintenance Department

Gwinnett Daily Post

License and Certification Qualifications: None required.

Education Qualifications: High school diploma or equivalent required. Bachelor's degree in related field preferred.

Experience Qualifications: Three years in an office/clerical environment required. Experience in customer service preferred.

Skills Qualifications: Ability to communicate with a variety of customers in an effective and tactful manner; strong organizational skills; ability to manage multiple priorities; ability to follow oral and written instructions quickly and accurately; ability to type and perform clerical duties with a high rate of speed and accuracy; ability to detect and correct errors in standard English language usage; ability to act as a representative of Gwinnett County Public Schools; and ability to work across functional boundaries and interact with employees at all levels of the organization.

Primary Responsibilities: Assist in the organization and coordination of all office administration for the Building Maintenance Department.

1. Perform general administrative duties for the Building Maintenance Department.
a. Take and transcribe dictation of various reports, forms, and letters and prepare item orders, service requests, and/or purchase orders.
b. Type various minutes, reports, and other related documents and maintain a calendar for departments meetings.
c. Maintain the electronic archiving program, scanning, categorizing, and retrieval of all departmental documentation.
d. Assist the Director of Building Maintenance with business process reports, Key Performance Indicators (KPIs), School Food Nutrition charge backs, capital outlay charge backs, refrigerant recovery, emergency/routine work orders, inventory availability, and employee training hours.
e. Provide assistance with online applications and instructions for accessing the safety training module.
f. Assist with the hiring process by handling job postings and support the management team.
g. Assist the Director of Building Maintenance by ensuring proper documentation for the employee evaluation process.

2. Perform general clerical duties for the Building Maintenance Department.
a. Organize and maintain files including, but not limited to, office correspondence, inventory, utilities records, invoices, contracts, certificate of occupancies, and applications from the applicant management system.
b. Process customer and vendor information requests accurately and in a timely manner.
c. Operate and maintain routine office machinery and maintain departmental software and reference materials.
d. Prepare departmental reports (i.e. weekly, monthly and yearly).
e. Maintain employee personnel files, leave requests, separation forms, and time reporting.
f. Maintain the departmental training manual and complete updates to improve processes for efficiencies as requested.
g. Ensure the on-call roster is updated and communicate the roster with district Building Maintenance offices.

3. Perform general financial/accounting duties for the Building Maintenance Department.
a. Maintain financial reports accurately and timely as assigned.
b. Maintain various logs, accounting sheets, control sheets, and other financial, accounting, and inventory records as assigned.
c. Calculate and prepare reports of financial, accounting, inventory, or other records as assigned.
d. Prepare departmental purchase orders and vouchers in accordance with GCPS approved procedures.
e. Supply any applicable accounting documentation requested for annual reports and auditing.
f. Assist with the preparation of the department yearly budget.
g. Process invoices for payment in PeopleSoft and the accounts payable process.
h. Prepare applications, maintain records and accounting, and provide documentation for the Storm Water Credit Program.
i. Process electronic personnel action requests (ePARs) within the Building Maintenance Department.
j. Assist with travel authorization and travel reimbursement.

4. Communicate with other people in a businesslike, courteous, and efficient manner.
a. Act as the departmental receptionist both in person and over the telephone.
b. Utilize telecommunication equipment courteously in an efficient manner and route incoming and outgoing correspondence accurately.

5. Train new staff on departmental processes and operations.

6. Provide world-class customer service for the Building Maintenance Department.
a. Research, review, and respond to customer inquiries in an accurate and timely manner.

7. Assist with new projects as assigned

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.

May 25, 2022. Gwinnett County Public Schools Jobs from GA Job Source

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