Maintenance Service Clerk at Harris County Toll Road Authority – Houston, Texas

Under direct supervision, the Maintenance Service Clerk facilitates the timely resolution of maintenance issues and ensures that all tasks are properly documented and processed as it supports the Roadway & Facility Infrastructure Maintenance department for the Harris County Toll Road Authority (HCTRA). This role is responsible for responding to maintenance-related phone calls and emails, coordinating repairs, and updating internal systems. Additionally, this role involves managing communication, tracking maintenance requests, and ensuring accurate record-keeping.

Duties and Responsibilities:
The incumbent is responsible for executing the duties and responsibilities listed below and other duties as assigned. Some positions may require working before, during, or after an emergency or disaster at the department's discretion.

• Responds to maintenance-related phone calls and emails from internal employees, vendors, and the public regarding road and facility repair requests. Records detailed information for each incident, assigns priority levels, and relays requests to the appropriate personnel for prompt action.
• Monitors and maintains the maintenance dashboard, tracking all open issues and calls while ensuring timely updates. Follows up on unresolved issues and promptly reports any system discrepancies or technical issues to the Maintenance Service Supervisor.
• Works closely with road inspectors to verify the occurrence and completion of reported maintenance issues. Provides regular status updates to the Maintenance Service Supervisor on ongoing and completed tasks.
• Processes and manages work tickets, including scanning and archiving relevant files and documents. Ensures records are updated and maintained accurately, supporting both internal and external audits.
• Prepares and distributes meeting materials, including documentation related to open maintenance issues.
  Manages the conference room schedule and maintains the maintenance clerk calendar, ensuring all meetings and events are properly coordinated.=

Other Duties:
This Job Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Management may, at its discretion, assign, or reassign duties and responsibilities to this job at any time.
Education and Experience:

• High school diploma or equivalent from an accredited institution.
• A minimum of two (2) years of experience in general office administration, dispatch, or phone operations.

Knowledge, Skills, and Abilities:

• Proficient computer skills, including knowledge of Microsoft Office Suite (Word, Excel, Outlook).
• Strong multitasking abilities to manage multiple requests and tasks efficiently.
• Excellent verbal and written communication skills.
• Professional and courteous phone demeanor when interacting with employees and the public.
• High emotional self-control, especially in high-pressure situations.
• Clear and understandable voice for radio and telephone communications.
• Ability to follow both written and verbal instructions accurately.
• Strong problem-solving skills within familiar situations, following established guidelines and procedures.

Physical Demands:

• Sedentary work - requires the exertion of up to 10 pounds of force occasionally, and minimal force frequently or constantly to move objects, including the human body. This role primarily involves sitting, with walking and standing required only occasionally, following standard sedentary work criteria.

NOTE: Qualifying education, experience, knowledge and skills must be documented on your job application. You may attach a resume to the application as supporting but ONLY information stated on the application will be used for consideration. "See Resume" will not be accepted for qualifications.
Position Type and Typical Hours Work:

• Full-time position with typical hours Monday through Friday, and weekends as needed. May work either morning or afternoon shifts.
• Emergency situations may require additional hours.
• This position is considered essential personnel and is subject to being held over or working extra shifts as needed during times of emergency, declared disasters, or as needed to support critical business functions and to provide services for the benefit of the public while other governmental office could be or are closed.

Work Environment:

• Primarily office-based with potential exposure to inclement weather or temperature changes. May be required to work before, during, or after severe weather events, with possible hazardous travel conditions, such as high water.

Reporting Relations:
Reports To Position: Maintenance Service Supervisor