Buildings and Grounds Assistant

JOB LOCATION:CSIU Main Office 90 Lawton Lane Milton PA 17847

ORGANIZATIONAL RELATIONSHIP: This position reports to the Manager of Buildings and Grounds.

JOB DEFINITION: The Buildings and Grounds Assistant is responsible for assisting with administrative operations including front desk reception meeting room setup/scheduling and supporting the guest hospitality service. This position will also provide daily backup for duplicating mail room office supplies duties as well as CSIU staff service building and custodial support activities for the CSIU Central Office and the Central Susquehanna LPN Career Center buildings. This position also assists the Manager of Buildings and Grounds with the Central Susquehanna Intermediate Units facilities infrastructure systems and grounds.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. This position will provide back-up coverage for the CSIU front desk and meeting rooms.
2. Responsible for the ordering and inventory process for custodial and Conference and Learning Center
3. Handles the responsibilities for the meeting room reservations including booking room reservations room setups ordering refreshments and invoicing responsibilities. This includes assisting CSIU staff with questions and processes for proper room scheduling when requested.
4. Assist the Manager of Buildings and Grounds with special projects and the daily operations of the Buildings and Grounds department.
5. Assist the Manager of Buildings and Grounds with all CSIUs buildings and grounds management and planning functions; including preventative maintenance and record keeping.
6. Assist with the implementations of the CSIUs work order system for on-site and off-site CSIU facilities including communication and reporting functions and monitoring work orders.
7. Assist with the inspection of building and grounds; and building maintenance to ensure the building is clean and report repair needs utilizing work order system.
8. Compute monthly billing charges for services provided by the duplicating shop and generate request for billing in a timely Keep monthly logs of charges for each program. Approve all shipping bills and other supply invoices.
9. Maintain an awareness of federal and state regulations CSIU board policies concerning building and grounds as they relate to the health and safety of all staff and visitors.
10. Provide Material Safety Data (MSD) Sheets to appropriate Buildings and Grounds
11. Participate on the building emergency response
12. Complete all meeting room processing for billing meals and Report to supervision on quality control of food and beverage services.
13. Monitor cleanliness and inventory housekeeping and kitchen supplies of CS LPN Career Center
14. Ensure that all washable cloths in the Central Office and CS LPN Career Center buildings are cleaned on a weekly basis.
15. Provide support to ensure accuracy of billing for the cleaning services
16. Provide assistance for non-routine cleaning
17. Provide occasional coverage for evening meetings is required when requested by supervisor.
18. Coordinate monitor and maintain the vehicle maintenance program for all CSIU vehicles; assure that all fleet equipment is secured in safe working order and has a current inspection; verify completion of repairs when appropriate.
19. Maintain vehicles preventive maintenance insurance and
20. Maintain a thorough knowledge of administrative vehicle accident guidelines and procedures in the event of an emergency. Report to the scene of a CSIU vehicle accident when necessary.
21. Perform other tasks as assigned by the Manager of Buildings and Grounds or

Printing Materials and Distribution Duties:

1. This position will provide backup to the E-Rate/Printing Materials and Distribution Facilitator with learning the duties of printing materials and distribution. This position will assume the following duties when the Facilitator is not available.
2. Processing the daily printing workload for digital printing
3. Perform assembly and related tasks associated with reproduction of materials ensuring all deadlines are
4. Electronically monitor postage meter and replenish postage fund account when necessary.
5. Distribute and sign for all incoming deliveries and process outgoing packages and mail.
6. Learn all U.S. Postage regulations to ensure cost-efficient and timely deliveries.
7. Assisting with monitoring ordering and stocking general supplies on a regular basis when requested.
8. Ensure a sufficient inventory of duplicating office and mail room consumable supplies and order supplies as needed.
9. Provide technical input to assist in the implementation of electronic supply ordering systems. Serve as the backup operator of departmental electronic supply solutions.
10. Assist and support CSIU staff in using the electronic supply ordering system. Process and distribute supply orders as needed and requested.

EDUCATION EXPERIENCE AND SKILLS REQUIREMENTS:

• Minimum requirement is a High School Diploma or equivalent General Education Diploma (GED). An Associates degree or higher in a related field is preferred.
• Minimum three (3) years work experience within facilities operations school business or related office environment experience required.
• Knowledge of building infrastructure systems
• Knowledge of process improvement methods
• Knowledge of principles and practices of office management and fiscal responsibility
• Ability to learn and follow the principles and practices of CSIU Board Policies and Procedures
• Must be highly-skilled in Microsoft Office including Word and Excel in order to independently create documents and Must be proficient using email systems with attachments. And able to type accurately and maintain a high level of productivity.
• Adept at using virtual meeting platforms such as Skype Zoom and Microsoft
• Excellent interpersonal verbal and written communications skills including customer service skills with the ability to express ideas clearly and concisely is required.
• Requires the ability to develop and maintain positive and collaborative relationships using tact and diplomacy and to remain calm in unpredictable situations.
• Excellent organization task-management and prioritization skills required to coordinate and prioritize multiple projects simultaneously with disparate timelines is essential. Ability to gather analyze and summarize pertinent data.
• Ability to establish and maintain effective working relationships with all constituencies and work effectively with colleagues co-workers community agency personnel and students/trainees
• Receptive to learning new skills and responsibilities as the job
• Requires a professionally positive demeanor and the ability to maintain

ADDITIONAL ELIGIBILITY QUALIFICATIONS:

• Current approved Act 34 (PA State Police) Act 151 (PA Child Abuse Registry) and Act 114-FBI Fingerprint clearances are required and must be renewed at appropriate specific intervals pursuant to Act 153 of 2014 (revised Act 15 of 2015).
• Current approved Act 126 Mandated Reporter Training certificate showing completion of a minimum of three (3) hours training every five (5) years.

PROFESSIONAL DEVELOPMENT REQUIREMENTS:

• Attend all required meetings and trainings to maintain accurate and current knowledge and skill sets related to programming.
• Attend relevant conferences trainings and in-services to maintain and enhance professional development as recommended by the immediate supervisor or required of the position.

PHYSICAL REQUIREMENTS:

• Sedentary: Able to sit for extended periods of time occasional walking standing (as necessary) and able to lift and carry up to 25 pounds.
• Dexterity: Finger movements (computer keyboard calculator) eye-hand coordination (office equipment ).
• Audio-Visual Requirements: Within normal range with or without
• Is able to move throughout all buildings floors and
• Worksite Environment: Primarily indoors-office setting with occasional exposure to outdoor elements/climate during the day.
• Mental demands: Steady response to unpredictable situations ability to remain calm and productive during stressful Demonstrates independent judgment discretion and is able to manage multiple projects and deadlines.
• The ability to work in a constant state of alertness and safe manner.
• Ability to travel to various work site locations and meetings and CSIU buildings

TIME AND SITE REQUIREMENTS:

• This is a full time non-exempt position following a 12-month 260-day work schedule consisting of 5 hours a day 37.5 hour per week. Additional working hours must be pre-approved by immediate supervisor. Occasional overnight travel and evening meetings required.
• Attendance at work is a requirement of this position; any and all absences must be approved by the immediate supervisor.

CSIU PROPERTY AND CONFIDENTIALITY REQUIREMENTS:

1. All property including intellectual property materials equipment or actual products and services developed or accrued as part of the job duties and responsibilities listed above is the property of the CSIU. It may not be used for personal profit or gain and will be relinquished to the CSIU upon termination of employment from the CSIU.
2. The person employed in this position shall maintain confidentiality with regard to the personal and private information about clients and coworkers programs and services and any other proprietary information accrued as a result of CSIU employment or as required by state or federal laws and regulations.
3. The person employed in this position must adhere to all requirements identified in the code of professionalism entitled Ambassadors Are Professionals Too and CSIU Administrative Regulation 317-AR-1 CSIU Service Standards.

The position holder must be able to perform the essential job functions with or without reasonable accommodation. It is the responsibility of the employee to inform their supervisor and the director of Human Resources of the need for any accommodations that may be required.

Required Experience:

Junior IC