Pflaum - Facilities Maintenance Administrative Clerk Senior - 1.0 FTE (40 HPW)

at  Madison Metropolitan School District

EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES TO PERFORM ESSENTIAL JOB FUNCTIONS:

• Associate Degree in Business or Accounting or an equivalent combination of education and experience.
• Three years of experience in a customer service-based or office setting. Proficient use of Microsoft Office products, Word/Excel, and Google Suite - Docs, Sheets, and Drive. Knowledge of GL accounts and the ability to learn other professional software as assigned.
• Progressive experience in Business or Accounting or an equivalent combination of education and experience.
• Progressive experience in a customer service-based office setting. Proficient use of Microsoft Office products, Word/Excel, and Google Suite - Docs, Sheets, and Drive. Knowledge of GL accounts, and ability to facilitate virtual meeting platforms.
• Ability to run database reports and communicate information verbally and in print through various formats and platforms.
• Demonstrated organizational skills and proven ability to be self-directed.
• Software Training - Salto Card Access, Tyler ERP (Enterprise Munis), Kronos Payroll, Incident IQ, Atrius, FuelMaster, Laserfiche, OmniVista 8770, Adobe Acrobat, Active.Net, Google Suite, Microsoft Office, and other professional software as assigned.
• Office Equipment Training (Cell phones, Radios, etc.).
• Purchasing/Budget Maintenance - Provide budget-based information to leadership for large purchases and budget reviews. Complete AP process from requisition entry through purchase order and invoice payment for service and product-based purchasing. Building Services acts as its own purchasing department aside from the MMSD Purchasing Department.
• Draft and coordinate RFB and RFP proposals as assigned.

PHYSICAL AND SENSORY REQUIREMENTS:

• Tasks involve the ability to exert moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching, crawling, lifting, carrying, pushing, and pulling objects and materials of moderate weight up to 50 pounds.
• Ability to learn and operate various office equipment (computer, phone, copier, etc.).

PURPOSE OF POSITION:

Administrative clerks must have the ability to perform in a dynamic environment and exemplify professionalism with an upbeat attitude to ensure efficient operations within the office. Clerks must provide professional communication in person, via phone, and email ensuring that all administrative clerk duties are completed accurately and delivered on time. This position supports management and employees through various tasks related to organizational needs and communications. Responsible for confidential and time-sensitive material. Familiarity with a wide range of administrative concepts, practices, and procedures is preferable.
High visibility position that provides departmental support under the direct supervision of Building Services Assistant Directors and Directors. Relies on experience and judgment to plan and accomplish goals. A wide degree of creativity, competency, and latitude is expected. First contact for visitors, vendors, staff, and families calling or entering the Pflaum facility for support.
This position reports in person to the Building Services facility at Pflaum Rd, unless otherwise approved by the direct supervisor of the position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manage, process, and complete purchase requests, quotes, requisitions, contracts, routine/blanket purchase orders, invoices, and lead purchaser/accounts payable for assigned department(s), special projects, referendum, continuous service, and emergency responses.
• Serve as Receptionist, answer main phone line, greet and assist all personnel or visitors on-site at Building Services.
• Process Kronos bi-weekly payroll for the assigned department(s), Munis payroll monthly/bi-weekly.
• Handle and track requests for the purchase card program as Site Coordinator.
• Maintain Departmental Budget review and alignment recommendations under the direct supervision of Building Services Assistant Directors, Directors, and Accounting.
• Maintain and process:
• Enterprise Asset Management (EAM) information associated with District Fleet, Grounds & Building Services Equipment.
• Munis Work Orders (Enter and Close) and Tech Support as needed/requested.
• Associated relevant program-specific files and documents.
• Office stock. Inventory and order office supplies routinely and as needed.
• Maintain, perform, and complete HR Duties including, but not limited to:
• Employee Files and Records - (Dr. Notes, Medical Leave, LOA, WC, etc.).
• Shredder LTE point of contact.
• Associated departmental record-keeping/data entry.
• Manage & Process Security/ID Card Program (Salto):
• Verify and complete staff access changes as requested IQ tickets.
• Program confidentiality in conjunction with OSS.
• Verify and complete staff access changes as requested by IQ tickets.
• Review audit trails for any inconsistencies.
• Troubleshoot & review Salto maintenance & door hardware tickets with Electrical/Carpentry Teams.
• Print all access cards as needed/requested.
• Communication with Technical Services (TS) about any software problems or program upgrades.
• Collaborate with HR/TS for card access interface process improvements.
• Perform and test emergency shutdown of Salto locks.
• Process Mileage Forms for assigned departments.
• Maintain and rectify the Building Services Website Management.
• Distribute and process incoming and outgoing mail.
• Manage Building Services Calendars and Conference Room Calendars.
• Contact vendors for window repairs or other emergencies as needed.
• Answering questions/resolving problems for trades, grounds, custodial, vendor, or other Building Services matters when requested.
• Assist administrative coordination of Maintenance Programs, including, but not limited to:
• FuelMaster management of the gasoline system.
• Annual School/PTO AHERA notification and reports.
• WI Emergency Management Tier 2 Notifications.
• Asbestos Waste Manifest Disposal and Asbestos Response Action Report Form.
• Elevator emergency service provider(s) when requested.
• Telephone repairs to service provider(s).
• Internet issues to ISP (Internet Service Provider).
• Emergency or other District notifications during school hours.
• Distributing requests for bids, records, and accepting sealed bids.
• Associated files and records.
• District window covering purchase and installation facilitation.
• Maintain Registrations as Notary Public to meet the needs of the Building Services department or ability to obtain Notary Registration within six months.
• Flexibility to meet critical task deadlines.
• Other duties as assigned.

Secondary Duties: Serves as the program backup and assists as needed.

• Maintain and process:
• District Cellphone Purchasing, Inventory, Setup & Account Management.
• District Radio Requests, Purchasing, Inventory & Repair.
• District Truck Orders & Move Requests.
• District Pest Control & Account Management.
• District Fleet Repair Requisitions & Account Management.
• District Waste Disposal Facilitation & Account Management.
• Out-of-cycle Garbage/Recycling Pickup requests.
• Maintain, perform, and complete HR Duties including, but not limited to:
• Employee BAM Review.
• Absence Requests.