Senior Administrative Spec- Engineering

4 weeks ago

Pawnee County, United States State of Kansas Full time

Employment Benefits

Comprehensive medical, mental, dental, vision, and additional coverage

Sick & Vacation leave

Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave

Paid State Holidays (designated by the Governor annually)

Fitness Centers in select locations

Employee discounts with the

Retirement and deferred compensation programs

Position Summary & Responsibilities

Position Summary:

This position provides clerical support to the Engineering Department that includes Physical Plant Supervisors, Facility Maintenance Supervisors, Equipment Mechanic Supervisor, and Grounds Maintenance Supervisor. The duties within this position comprise of general office duties along with specialized tasks associated with the functioning of the various subsections of Engineering: Physical Plant, Motor pool, Carpentry, Plumbing, HVAC, Paint Shop, and Grounds. Additional specialized tasks include monitoring of department policies and procedures, compliance with regulatory standards, and assisting with internal department performance improvement needs.

Job Responsibilities may include but are not limited to the following:

Clerical Duties

Answers, screens, and routes phone calls that are received within the Engineering Department. Greets and assists visitors and contractors that come to the Engineering Department by giving information or directions, within policy. Dispatches maintenance staff who are needed to respond to emergency repairs. Responsibilities involve exposure to confidential or technical information. Compiles reports, enters data, furnishes information, schedules meetings, and prepares agendas. Reviews and screens work order/repair request which are received by email or phone and initiate work-order requests in the Proteus System including the work order need, identifying the priority level, and assignment specific subsections of the department to carry out the task. Monitors the completion rates and timeliness of work orders submitted to Engineering Staff including follow up with individuals who request status on work orders submitted. Communicates work order delays, completion issues, or productivity concerns to the Physical Plant Supervisor Specialist for further assessment. Assists the Physical Plant Supervisor Specialist in overseeing staff coverage for the department and re-directing delegation of work orders tasks based on coverage available within the department for a particular day. Perform general clerical duties to include but not limited to: photocopying, ordering office supplies, mailing, and filing. Maintains the organization and cleanliness of the main Engineering Department Office. Obtains and manages the incoming and outgoing mail for the department. Prepares work-orders using building maintenance software. Creates spreadsheets and database tables on work order requests, per area, as well as tracking of commonly reported issues observed across the campus. Maintain current forms or easily access current forms per intranet as needed to support engineering department supervisors to perform all aspect of documentation; memorandums, letters, evaluations, preventive maintenance information and any other requests that might arise.  Prepares complex reports which require previous knowledge of department procedures. Reports to include: types of work orders requested, timeliness/completion rates, Processes information from various Engineering subsections for preventative maintenance needs on equipment throughout Larned State Hospital. Print maintenance & preventative maintenance reports for each department as needed, assist other LSH departments in printing reports as needed. Print monthly outstanding work-order reports for all engineering departments. Enter preventative maintenance work-order information into the building maintenance software program. Print out reports for other departments on LSH, Kansas Fire Marshal, or other outside agencies requesting information on maintenance performed.

Department Policies, Procedures & Performance Improvement Duties

Maintains the oversight of the departmental policies and procedures including monitoring for due dates of triennial reviews that are due. Collaborates with the Physical Plant Supervisor Specialist on any policy updates that are needed within the department outside of standard review times. Maintains awareness of departmental policies and procedures and assists with auditing of these procedures for compliance by department members. Expresses concerns to the Physical Plant Supervisor Specialist following audits. Collaborates with the Environmental Safety Officer and completes inner department Environmental of Care assessments to monitor for compliance with regulations and guidelines. Monitors for compliance with any action plans in place as a result of auditing by entities such as KDHE, KSFM, TJC, CMS, etc. Gathers and tracks the departmental data associated with the Engineering Dashboard. Prepares data within spreadsheet and discusses with Physical Plant Supervisor Specialist prior to review with Support Services Executive Committee (SSEC). Assists with the development and tracking method of any performance improvement projects identified by the Physical Plant Supervisor Specialist.

Other

Participates in Department Meetings. Assists with campus wide audits, survey readiness tasks, and mock drills/surveys Assists in developing departmental trainings such as PowerPoint or identifying pre-existing trainings pertinent to the Engineering Department. Performs other duties, as needed.

Qualifications

Preferred Qualifications :

Two years of experience in general office, clerical, and administrative support work. Education may be substituted as determined relevant by the agency

Post-Offer, Pre-employment Requirements : Ability to pass a KBI background and pre-employment drug test.

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