Champaign County
Job Description

Job Title: Building Services Assistant
Department: Administrative Services
Reports To: County Administrator
FLSA Status: Exempt
Grade Range: I
Prepared Date: August, 2009

SUMMARY Supervises and co-ordinates activities of custodians and the management of janitorial needs throughout the County buildings. Dispatches maintenance workers to County buildings to resolve problems.

PRIMARY DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Manages the Physical Plant office and the payment of invoices and budget maintenance. Prepares special and recurring departmental reports by gathering data from various sources, compiling and entering data in appropriate reporting format. Prepares monthly bills to the County Nursing Home for management services. Prepares bills on janitorial services and utilities used by the Regional Planning Commission, METCAD and the Animal Shelter.

Directs activities of custodians and manages janitorial needs throughout the County buildings.

Dispatches maintenance workers to County buildings when problems are reported.

Manages and supervises mail services for County daily mail operations. Includes appropriate purchase of postage; daily supervision of County staff responsible for mail preparation; ongoing coordination with outside vendors providing daily mail pick-up; and back-up for all mail services activities.

Maintains a variety of logs and files on departmental information such as assignment and completion of work request orders. Prepares department payroll.

Maintains custodial inventory for all County buildings including preparation and distribution of annual bids for the purchase of inventory items.

Assists in the annual preparation of department budgets by gathering data, checking mathematical accuracy and entering data into required format. Monitors departmental expenditures.

Maintains County's lease agreements files and scheduling of renewals. Prepares invoices and receives rent/lease payments.

Maintains contracts and vendor agreements files for building services contracts.

Monitors employee parking lots for violations and arranges for vehicles to be towed if necessary. Handles assignment of employee parking permits in County provided lots.

May prepare correspondence and reports using a PC computer or on-line terminal.

Maintains inventory of excess equipment and arranges for disposal/distribution as outlined in the County Purchasing Policy.

Assists in coordinating office moves when necessary.

SUPERVISORY RESPONSIBILITIES Supervises custodial staff. Carries out responsibilities in accordance with the County's policies and applicable laws. Responsibilities include planning, assigning, and directing work; appraising performance; disciplining employees; addresses complaints and recommends how to resolve the problem.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED)supplemented by 1-2 years of college or post-high school training program and 3-5 years experience in a secretarial/office management position or equivalent combination of education and experience.

LANGUAGE SKILLS Ability to read and comprehend instructions, short correspondence, and memos. Ability to write general correspondence. Ability to effectively present information in one-on-one or small group situations to employees of the County.

MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.

REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS As required.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; and talk; or hear. The employee must occasionally lift and/or move up to 74 pounds. Specific vision abilities required by this job include close vision, distance vision, and depth perception.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the primary functions of this job. Normal office conditions with some outdoor exposure. The noise level in the work environment is usually quiet.