JOB DESCRIPTION: The purpose of this position is responsible for assisting with the daily operations of the Facility Management office. This includes work order system management, financial responsibly for the monitoring operating budget expenses and flood plain leases. This position acts under the supervision of the Assistant Director - Facilities Management.
- Manages the computerized maintenance management system (CMMS) to generate work order tickets and dispatch repair requests. Assess and addresses emergency maintenance responses when needed.
- Responsible for preparing preventative maintenance work orders to dispatch weekly, monthly, and annually to technicians.
- Maintains equipment database for all mechanical, electrical, and HVAC equipment for service records at multiple sites.
- Tracks and received invoices for materials and supplies needed to complete the work orders and updates the CMMS system accordingly.
- Creates and generates reports from the CMMS system, to include inventory tracking, calculating labor costs and cost details for completion of the reactive and preventative maintenance work orders.
- Oversees the operating budget which may include utility bills, janitorial supplies, lawn maintenance, snow removal and various vendors that supports County operations. Works with Facilities Management Assistant to ensure budget tracking accuracy.
- Maintains the service contract database to monitor contract dates, terms, and purchase price history to ensure timely contract renewals.
- Handles contract renewals with vendor in compliance with County purchasing policy.
- Works to update and compile service contract procurement bids. Compiles and assesses the bid results and generates the approval packet and contract execution.
- Processes and tracks purchase order requests in Munis for specific vendors, ensures receipt allocation, and payments. Manages all purchase order close-out steps.
- Assist with placing material or supply orders and coordinate deliveries with vendors.
- Tracks year-over-year spending to estimate current expenses against approved operating budget values, as well as proposes future expenses for the annual budget submission.
- Oversees the key management software to track key assignment and distribution. This includes processing key and code requests, obtaining approvals, distributing, and tracking the assigned keys.
- Performs regular audits to verify security compliance with key and code assignments.
- Maintains, tracks and updates Flood Plain database of properties for lease. Ensures information tracked is accurate and up to date.
- Works with the public in determine availability, lease terms and general requests for Flood Plain properties and issues requested lease documents to be executed.
- Generates the annual lease renewal report and manages the process to notify lessees, obtain executed leases, payments and proof of insurance
- Maintains all documentation, updates the Flood Plain lease database and ensures the lease files are processed with the County Registrar.
- Track Flood Plain violation notices sent to lessees by Community Development.
- Assumes duties for Facilities Management Assistant in their absence.
- Maintains and organizes department filing, both hard-copy and electronic, to support records retention policies. Generates record destruction requests in compliance with County ordinance.
- Assists with day-to-day operations of the office: greets visitors, assisting callers and escalating as needed, communicates via two-way-radio, prepares documents, filing of paperwork, ensuring office supplies are stocked and ordered.
- Manages the Facilities email and incoming physical mail and confirms package deliveries. Ensures all are distributed appropriately and timely.
- Manages meeting room schedules and obtains user setup requirements, coordinates work orders for set-up and custodial cleanup.
- Assists Director and Assistant Director with special projects.
- This position can telecommute on occasion.
- Performs other duties as assigned.
REQUIREMENTS:
Education:
- General/tech high school diploma or GED equivalent
- Associates degree is preferred
Experience:
- 3 years of administrative experience required.
- 2 years of procurement or financial experience preferred.
Requires successful completion of the following tests:
- Outlook – Minimum Score 50%
- Data Entry – Minimum Score 6000
- Customer Service – Minimum Score 85%
- Excel – Minimum Score 50%
- Word – Minimum Score 50%
- Call the Human Resources Department at 636-949-7320 to schedule testing or receive a testing link to complete at home
- Employment is contingent on successfully passing a full criminal background check.
TO APPLY: All applications must be submitted using the APPLY NOW link above. We do not accept faxed, e-mailed or print applications.
BENEFITS: This is a full-time 40 hour per week position which includes a full range of benefits including Paid Time Off, Extended Medical Leave, Holidays, Employee Health, Dental, Life, Disability, Retirement, and Tuition Assistance programs.
Applications will be accepted on a continuing basis until the position is filled or a sufficient number of qualified candidates has applied.
St. Charles County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. St. Charles County is a drug and alcohol-free workplace. A pre-employment drug screen is required for all positions.
