Maintenance Clerk

General Overview : Responsible for specialized clerical work in coordinating maintenance of vehicles, grounds maintenance equipment, and procurement of equipment and supplies for the maintenance department.Responsibilities :

• Gather, input, retrieve, and maintain maintenance information in both computer and manual systems, including scanning BOLs, quotes, and drop tickets to a shared drive.
• Perform general clerical tasks to ensure the smooth operation of the Maintenance Department, such as matching quotes and drop tickets, scanning invoices to Accounts Payable, filing, photocopying, faxing, and posting notices.
• Develop and issue computer-generated reports as requested.
• Maintain and update truck files, including work orders, registration, and license plates.
• Track DOT inspections and keep logs and notifications up to date.
• Assist with vendor management, including setting up vendors, obtaining competitive pricing, and forwarding vendor applications.
• Prepare and assist with materials, including summary reports of transportation and maintenance costs.
• Review documents for completeness and follow up as necessary.
• Maintain inventory records, ensuring minimum stock levels are met and all orders are placed and received according to delivery schedules.
• Take meeting notes and assist with other administrative tasks as assigned.
• Work cooperatively with others and follow direction as needed.
• Perform other related duties as required.Other Requirements :
• High School Diploma or equivalent required, with two (2) years of related clerical experience in vehicle dispatching or plant maintenance, or an equivalent combination of training and experience.
• Previous work-related skill, knowledge, or experience preferred.
• General knowledge of state and federal regulations for stock storage.
• General knowledge of machinery, equipment, parts, or warehouse activities preferred.
• Ability to assist others, demonstrating strong communication skills and the ability to work independently or as part of a team.
• Proficient in using computer and related software programs to accomplish tasks.
• Knowledge of office practices and procedures.
• Ability to read, interpret, and write routine documents (e.g., safety rules, operating and maintenance instructions, procedure manuals, reports, and correspondence).
• Ability to maintain complex records, organize data, and handle confidential information appropriately.Mental and Physical Requirements :
• Able to read, speak, and write in English.
• Able to work under stressful conditions and perform physical tasks, including bending, lifting, climbing, pushing, pulling, kneeling, sitting, standing, squatting, crawling, and crouching.
• Employee may need to perform heavy physical labor, including lifting equipment and exerting up to 100 pounds occasionally, up to 50 pounds frequently, and up to 20 pounds constantly.
• Must demonstrate manual dexterity to handle, feel objects, tools, or controls.
• Exposure to moderate noise, vibrations, bright lights, and all climate types (e.g., hot / cold temperatures, humidity, rain, snow).
• Must wear protective equipment (e.g., safety shoes, glasses, gloves, hearing protection, hard hats) when necessary.
• Activities may involve working around moving machinery, temperature changes, and exposure to dust, fumes, and gases.This job description should not be interpreted as an exhaustive list of responsibilities or as an employment agreement between the employer and employee. The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification and is subject to change as the needs of the employer and requirements of the job change. Any essential functions of this position will be evaluated as necessary should an employee / applicant be unable to perform the functions or requirements due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the employee / applicant when possible.