Facility Services Office Support Staff

Company: Wheaton Warrenville Unit School
Location: Wheaton
Posted on: June 22, 2022

Job Description:

Position Type: Secretarial/Clerical/Facilities SecretaryDate Posted: 3/16/2022Location: Woodland2021-22 Hourly rate determined by CEA collective bargaining agreement. Hourly Rate: Grade C1, $14.56 Hours/Day: 7.5 (full-time) Work days/year: 251 Work Months: 12 POSITION DEFINITION: Under the general direction of the Operation Manager and Director of Facility Services and the Facility Management Team this position is responsible for maintaining the office, taking and processing Facility Services electronic and written work orders from the Community Unit School District 200 GroupWise e-mail system and performing other important Facility Services office functions including interaction with vendors and their staff. Facility Services Office Support Staff also serves as the primary source of information for Facility Services Administration, Maintenance, Grounds and other district shareholders as related to the scope of the department. Facility Services Office Support Staff also provide critical emergency information as well as a service-oriented environment for participants at all times. This position is committed to customer satisfaction as its number one goal. This is tempered with the adherence to all Community Unit School District 200 policies and procedures. A High School diploma or equivalent is necessary. A valid driver's license (Not a CDL position) is obligatory as well as the ability to communicate verbally and in writing in English. Expected hours of work are set forth in writing by the Operation Manager and Director of Facility Services and the Facility Management Team to meet the needs of the department. The regular full-time workweek shall be defined as consisting of not more than five (5) consecutive days per week during the period of Monday through Saturday. Performance of this job will be evaluated annually by the Director of Facility Services or assignee in accordance with provisions of board policy. KEY FUNTIONS: Key Function A - Work Orders/Reports Authority/Responsibility - Activities involved include the receiving, logging, and creation of Facility Services work orders for all staff in Community Unit School District 200 buildings or designated locations as requested or required to maintain operating excellence for these sites. Representative Activities Every working hour the Facility Services Office Support Staff is on site, it will carefully check the Facility Services mailbox located on Community Unit School District 200 GroupWise system and process the requests found there. High priority information will be related to the Facility Services Management Team immediately. Phone calls, radio, faxes and other incoming information to the department will be handled in the same manner. Work orders specific for tasks will be created using the TMA system or similar software designed to manage the flow of information to district staff and vendors. Detailed information will be included in each work order including name of building, room number, ID or location, name and contact number of requestor, date submitted. It will also provide a precise description of the problem and the work needed, a note on the times the space is unoccupied, a date needed by with the last line including school name, priority number, assignee name, date entered, and requestor's name. Work orders will be reviewed and updated by the Facility Services Management Team and/or vendors as needed. Each Monday, or the first day back of the work week, an Ad Hoc Open Work Order report for all vendors by school in hard copy form will be created for each Facility Services Management Team. Each Thursday, an Ad Hoc Open Work Order report by vendor in hard copy form will be created for each Facilities Services Management Team. Each Thursday, a Contracts All report by vendor in hard copy form will be faxed to each vendor no latter than noon on that date. A response from the vendors will be given to Facilities Services Management Team for review. TMA reports will be compiled each business day when current DTRs (Daily Time Reports) are turned in to be processed by this office. The information from each maintenance employee will lead to the updating of closed work orders and the generation of still unfinished or new work orders for the start of the next business day. TMA reports will be compiled each business day when current DTRs (Daily Time Reports) are turned in to be processed by this office. The information from each PM Custodial Manager, Custodial Floater and PM Maintenance employee will lead to the updating of closed work orders and the generation of still unfinished or new work orders for that night. Key Function B - Purchase Orders/P-Card Organization Authority/Responsibility - Maintain, organize and compile Community Unit School District 200 invoices, records and related information for payment and dispensation. Representative Activities Check and sort incoming invoices and purchase orders that are generated by the Facilities Department. Monitor purchases and follow guidelines for purchase as given by the Facility Services Management Team. And CUSD 200. Produce Purchase Orders as necessary. Process invoices and submit to Facility Services Management Team for review and approval. After approval submit to CUSD 200 Business Office for payment at least once a week. Communicate with vendors concerning the status of accounts. Check and sort incoming invoices. Produce purchase orders from statements generated by the Business Office. This includes checking on generated invoices and purchases by school. TMA reports will be compiled each business day when current DTRs (Daily Time Reports) are turned in to be processed by this office. All Purchase Orders require work order numbers to have amount entered into corresponding TMA system. The information from Korellis will lead to the updating of closed work orders and the generation of still unfinished or new work orders for that night. Similar reports or invoice checks will also be requested on a less frequent basis for other vendors. Check and sort incoming mail that is inbound to Facility Services office. These include but are not limited to interoffice mail, daily postal delivery (need to check mail box each day at 3:30 PM) as well as parts and materials deliveries. Items need to be sorted by assignee, with special attention given to priority mail. Key Function C - General Office Functions Authority/Responsibility - Perform duties too varied and diverse to be classified in any specific office clerical occupation, requiring limited knowledge of office management systems and procedures. Clerical duties may be assigned in accordance with the office procedures of Facility Services and may include a combination of answering telephones, bookkeeping, typing or word processing, office machine operation, and filing. Representative Activities Each Monday, or the first day back of the workweek, an updated mileage report will be created for this department. This report will detail the mileage of all Facility Services vehicles. Each Thursday, a copy of the attendance for the next week from the pink binder report in hard copy form will be created for each Facility Services Management Team. On each Friday, or the last work day of the work week, a prepared sheet with all schools and correlated position numbers will be sent to DuComm to give the status of those sites (normal or trouble) before 1:00 PM on that day. When the sheet is sent back copies will be made and placed in each in box for the Facility Services Management Team. On every other Friday, or the first work day of the work week, a prepared sheet with all staff that wear pagers and report to Facilities Services will be called to check the status of their pagers before 1:00 PM on that day. The sheet will be filled out as to status and copies will be made and placed in each in box for the Facility Services Management Team for their review. If repairs need to be placed, work order will be made for each pager repair and the pager will be taken to IT services for replacement. Work order will not be closed until pager is back with staff member and in working order. Check the IEQ Hotline status on a twice-daily basis, once in the early AM and once in the late PM during the regular business day. Access to the line is as follows: Dial 682-2294 and wait for the voice prompt. Punch in 9 followed by 2488. Next enter the password 1111 followed by 4. This will reveal if there are any new messages. To listen to these enter 1. Carefully record all the information off the phone message if there is a new entry. Report these immediately to the Facility Services Management Team. It is very important that this is communicated as quickly as possible. Check the site plan bins located in the Facility Services Office on Monday each week to make sure that there are enough plans to supply needs for the week. There should be at least twenty copies of each school on hand for use. Make sure that the plans are double sided where applicable. A set of clean prints for each school will be kept below a blue "STOP!" sheet designed to keep the last set of prints from being removed. This sheet will read "Before you take any more floor plans, please leave this sheet on work station desk. This will indicate the need to make copies. Requests for site records or blueprint use for specific needs will be overseen at the Woodland Facility. Although much of this use will be internal for the Facility Team and the Administration of District 200, this will also include vendors and other authorized District requests. A detailed record will be kept of each request and assigned paperwork or blueprint and the Facility Management Team will be notified of the items that are currently off site. Collect, count, and disburse money, do basic bookkeeping and complete banking transactions. Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders and address complaints. Answer telephones, direct calls and take messages. Compile, copy, sort, and file records of office activities, business transactions, and other activities. Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers. Key Function D - Additional Assigned Duties Authority/Responsibility - At certain times the Facility Services Office Support staff will be asked to do specific tasks for Community Unit School District 200 at the direction or under the direct supervision of the Facility Services Management Team. Representative Activities Assist with correcting Indoor Environment Concerns (IEQ), understands district policy and maintains this policy. Create a weekly event calendar created by checking each building site calendar (except for the High Schools) will be done each Friday or the end of a attended school week. This entails the transcribing of information from each site calendar into a Word document by school relating activities taking place from 3:00 PM each day onwards with the corresponding information of that event included. This information should be at least, but not limited to, school, time, user, location and set-up instructions. When completed this report will be sent via e-mail to the following staff, the Facility Services Management Team Incoming requests for Facilities Rental need to be reviewed and assigned. Most requests can be left if the date requested is at least two weeks away. If the date is in the near future (within three school days) the Facility Management Team needs to be notified so that the needs of the rental can be met and the event can be scheduled. When necessary, you can refer to the Rental Guide located on the bulletin board above the printer at work station one at the Woodland Facility. Able to work with the various stakeholders in CUSD 200 as well as outside renters to properly service and support events that are scheduled to be held at Community Unit School District 200 buildings or designated locations. Assigned will make special deliveries from requesting District 200 departments (ie. Textbook Center, Board Packet delivery, furniture delivery, etc.) and will be responsible for filling in when District Driver is on leave or sick. This assignment will also include the delivery or pick-up of Avid and other out of district materials as assigned. Requests for materials used by contracted district cleaners and specific needs for in district staff will be overseen at the Woodland Facility. This will entail the organization of the warehouse and related materials, and the ordering and maintenance of products within that area. It will also include but not be limited to unique items needed to service and maintain the district on a daily basis. The Facility Management Team will be requested to approve all transactions and will be kept apprised of purchases and stock on hand within the warehouse. Key Function E - Knowledge and Physical Requirements Authority/Responsibility - Knowledge and some Physical Requirements are an essential part of this position. Certain guidelines must be adhered to ensure comprehensive service in the school environment and continuous work safety at Community Unit School District 200 buildings or designated locations. Representative Activities Must be able to lift between 25 to 50 pounds unassisted. Active Listening, giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Reading Comprehension, the ability to understand written sentences and paragraphs in work related documents. Speaking, able to talk to others to convey information effectively. Social Perceptiveness, being aware of others' reactions and understanding why they react as they do. Must be able to understand blue prints, manuals and other technical information as it relates to job needs. Ability to follow verbal instructions to complete projects in a timely fashion. Dependability, this position requires being reliable, responsible, and dependable, and fulfilling obligations. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Information Ordering, which is the ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).

Keywords: Wheaton Warrenville Unit School, Wheaton , Facility Services Office Support Staff, Other , Wheaton, Illinois