PRISON MAINTENANCE SUPPORT in YORK, Pennsylvania at County of York

POSITION SUMMARY

This position must be able to function independently in order to provide timely and effective administrative and clerical support to the Facilities Manager to ensure efficient and cost effective operations of the physical plant. The Maintenance Assistant is responsible for managing maintenance requests, researching, ordering of supplies, parts, equipment, and preparing purchase orders. This position interacts and meets with various county departments, sales representatives and various business entities. This person is also responsible for managing supplies and being proactive in finding the most competitive prices for these supplies. Purchase order processing and detailed record keeping is essential to this position.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Have a working knowledge of the County purchasing system.
• Prepare purchase orders and submit to the County Purchasing Dept.
• Coordinate purchases at the Prison and search for the most competitive prices for these purchases.
• Order supplies and maintain a record of purchase orders and purchase requisitions of materials, goods and supplies.
• Review deliveries as they are received and compare to the original order placed . Investigate discrepancies.
• Maintain accurate records of inventory/supplies purchases per item and per vendor.
• Interact with a multitude of vendors, suppliers, contract providers and sales representatives on a day to day basis.
• Submit all invoices to the Prison business office for payment.
• Collect and record all expenditures by maintenance dept. personnel. Submit all sales receipts to the business office for payment.
• Answer phones.
• Maintain files.
• Perform data entry.
• Track and maintain a record of maintenance slips.
• Scan and save documents for record retention purposes.
• Submit all IT tickets for the Prison and maintain a record of all requests submitted and completed.
• Maintain employee list for fuel credit card program.
• Perform miscellaneous job-related duties as assigned.

ESSENTIAL REQUIREMENTS

• High School Diploma
• 2-3 years related experience as a secretary/assistant to an executive officer or management staff
• Requires strong organizational skill and professional office abilities to include oral and written communication skills, and general computer literacy.
• Proficient in Microsoft Word and Excel, a 10 key calculator and a computer keyboard.
• Must maintain a high level of confidentiality.
• Must demonstrate attention to detail.
• Must demonstrate excellent interpersonal skills.
• Must demonstrate the ability to work independently.
• Must possess a valid PA driver’s license.