Data Processing System Analyst/Office Manager

PLEASE APPLY AT WWW.PSD150.ORG/EMPLOYMENT FOR IMMEDIATE CONSIDERATION

PERFORMANCE RESPONSIBILITIES:

1. Front-line initial phone support for District staff along with determining how best to handle building needs (i.e., deploy a maintenance employee for emergencies, enter a work order ticket, etc.).

2. Works cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives.

3. Research pricing for items to be purchased.

4. Summer /Fall/Spring Maintenance – keep track of attendance and prepare payrolls.

5. Provide callers with information such as company address, directions to company, fax numbers, company website and other related information.

6. Maintain list of vehicles, notify insurance carrier of newly acquired vehicles.

7. Work with vendors regarding i.e.: payments, becoming a vendor, quotes.

8. Maintain boiler records of inspections, payments and certificates. Distribute the certificates to schools.

9. Maintains all elevator inspection, payments and certificates. Distribute the certificates to schools.

10. Call in service for all elevator and handicap chair lift repairs.

11. Workman’s Compensation – make appointments at IRWC, maintain list of injuries, maintain files of reports and paperwork.

12. Purchase orders – give out PO numbers to maintenance personnel, assign accounts numbers for PO and receive PO’s.

13. Manages work order system and provides summary reports on work order status; assigns work orders tickets on a daily basis.

14. Maintains the ePrism electronic certified payroll system for construction projects that tracks minority subcontracting and workforce participation. Provides status report by construction project on minority subcontracting and workforce participation.

15. Process all invoices and pay apps for projects in a timely manner.

16. Close-out work order tickets to ensure work is completed.

17. When needed, assist in custodial coverage in lue when administration is absent.

18. Call warranty companies for roof leaks when necessary. Contact a roofing company when not under warranty.

19. Maintain files of roof warranties for all buildings.

20. Produce monthly newsletter for department.

21. MSDS sheets – emailed to schools.

22. Maintains/tracks inventory for office and custodial supplies and maintenance supplies/replacement parts.

23. Maintain office supplies by checking inventory and order items.

24. Respond to questions and requests for information from principals, staff, administrators etc.

25. Maintain working knowledge of Microsoft Word and Microsoft Excel.

26. Participate in required safety training and other professional development related to job.

27. Provide guidance and support to the Director of Building and Grounds as requested.

28. Keep all information obtained while performing these duties strictly confidential and always adhere to departmental protocols regarding accessing and/or releasing information. Seek pre-approval from the Director of Building and Grounds before accessing or releasing any confidential information that is not requested by the user or owner of the information.

29. Ensures in the supervisor’s absence that requests for action and information are handled or referred to in a timely manner.

30. Screens and summarize content of incoming materials and briefs supervisor regarding important issues or conflicts.

31. Processes department purchases with district p-card with receipts.

32. Assists with yearly budget requests for department and custodial lines for all schools.

33. Handles TimeClock Plus system entries; assists with timeclock plus for staff, overtime note input and run reports.

34. Maintains blueprint files (and all other related documents) electronically and records project information into the F drive.

35. Monitors a wide variety of activities on behalf of the Facilities Department (e.g. account balances, work order status, etc.) for the purpose of achieving the goals administration has set.

36. Processes a variety of documents, materials and reports (e.g., work orders, requisition, invoices, etc.) for the purpose of disseminating information in compliance with established guidelines.

37. Communicate with other employees, departments, administrators, applicants and the public for the purpose of providing information and assistance relating to the Facilities Department.

38. Organizes and guides facilities department staff to complete tasks including inspections, maintenance repairs, electronic documentation, and/or paperwork.

KNOWLEDGE AND CRITICAL SKILLS:

1. Demonstrated proficiencies with Microsoft Windows, Microsoft Office, and web browsers.

2. Strong written and verbal communication skills

3. Attention to detail and accuracy.

4. Strong organizational and time management capabilities

5. Must pass an excel test.

6. Friendly and capable phone skills.

EXPERIENCE:

ENVIRONMENTAL CONDITIONS:

1. Contract language

PHYSICAL DEMANDS:

1. Contract language

ADA:

The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.

TERMS OF EMPLOYMENT:

12 month position

EVALUATION: The Director of Building and Grounds or his/her designee is the primary evaluator

SALARY RANGE: Per contract language

Job Type: Full-time

Pay: $21.03 - $26.72 per hour

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Education:

• High school or equivalent (Required)

Work Location: In person