SUMMARY

Maintain a close and highly responsive relationship to the day-to-day activities  of the supervisor and staff. Perform various clerical and secretarial duties.

 

ESSENTIAL DUTIES & RESPONSIBILITIES Screen/coordinate telephone calls, service requests, and incoming/outgoing correspondence; respond to requests for information concerning office procedures and clerical processing; report actions that should be handled by the supervisor, appropriate staff, or other offices; prepare routine non-technical correspondence. Receipt, recording and distribute work orders utilizing IBM Maximo 7.6 (NCMMS) to service groups or crews upon customer request. Record information such as name, address, article to be repaired or service to be rendered. Prepare work orders and distribute to service crew or group. Keep record(s) of service calls and work orders and dispatch orders and relay messages and special instructions to mobile crews and other departments using radio or cellular telephone equipment. Arrange for conferences and meetings and assemble established background materials as directed. Attend meetings and record and report on the proceedings as requested. Distribute directed communications to team members via email or phone, as appropriate. Compile and record production data from customer service calls, work tickets, asset specifications, and individual worker production sheets following prescribed recording procedures and using different word processing techniques. Develop and generate preventive-predictive maintenance schedules, update asset records, dispatch preventive and corrective maintenance tasks to staff or groups for accomplishment, record accomplishment and expended labor hours to perform the tasks. Review outgoing and incoming documents and correspondence for consistency and conformance with Supervisor's procedures. Assure that proper approvals have been obtained, when needed. Compile reports, and data needed to complete reporting, as requested by the Supervisor. Collect and combine information from the files or staff for routine inquiries on office program(s) or periodic reports and refer non-routine requests to supervisor or staff. Explain to subordinate staff Supervisor's requirements concerning office procedures and documents. Support the processing of invoices, timecards, and database entry (NCMMS/dBase) . Process security clearance paperwork, new vendor set-up, and vendor invoices for payment. Maintain records and files. Track vacations and paid time off (PTO) balances and maintain the PTO calendar Coordinate communication of service requests to ensure issues are addressed and status is reported to the designated Supervisor. Compile requests for materials and orders supplies as requested and approved by the Supervisor. Check assigned mailbox for mail and packages daily. Attend all training assigned both on the computer and off. Work fairly independently receiving a minimum of detailed supervision and guidance Maintain regular and punctual attendance. Perform other duties as assigned.

 

SUPERVISORY RESPONSIBILITIES

None.