What are the responsibilities and job description for the Administrative Assistant Custodial Operations position at usm-pilot?
Job Summary
This full-time position serves as the administrative assistant for Custodial Operations at Physical Plant and ensures that day-to-day operations of the custodial department and office run smoothly. Supports and assists the custodial staff, the custodial leadership team, physical plant staff, and campus customers, clients and visitors with daily needs, including special event needs and/or work requests. Effectively communicates and coordinates needs for services with appropriate parties and dispatches urgent or emergency custodial needs over the radio or phone.
Primary Duties and Responsibilities
- Answers multi-line telephone and takes work order requests and messages; routes calls to appropriate staff; serves as radio dispatcher for custodial work unit. Communicates with faculty, staff, and students regarding custodial needs and status of work requests. Greets and directs contractors and vendors, receives deliveries, runs errands on campus and in the community; picks up and delivers mail to the physical plant and the post office and distributes mail throughout department.
- Reviews and converts time entries on custodial time sheets for payroll processing.
- Reviews work requests for custodial unit in TMA work order system. Schedules work and prepares supply needs for work orders/events. Tracks labor and material charges via reports, maintains a filing system, enters and closes work orders in the TMA computerized maintenance management system (CMMS).
- Maintains an event needs board for scheduling of event services so Supervisors can track on pre-cleaning, clean-up and stand-by services for events. Helps prepare and distribute work schedules for events. Coordinates staff meetings and assists with trainings and orientation of new employees (records attendance, keeps minutes, and prepares hand-outs and slide presentation materials via PowerPoint). Responsible for inventory control, key control, and distribution control of PPE, chemicals and supplies at the custodial storage areas.
- Tracks the signing in and out of department inventory such as fans, blowers, dehumidifiers, wet-vacs, carpet extractors, and vehicles. Maintains inventory records and reports; turns in monthly mileage records.
- Assists with the custodial laundry system, occasionally helps with emergency needs during work hours such as cleaning up a spill or stocking paper products or hand soap in a bathroom on campus. May be contacted to assist with after-hour emergences for storm clean-up or water remediation (as Physical Plant employees are considered essential personnel).
- Performs other duties as assigned.
