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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12360111 Administrative Aide - Building Maintenance - Facilities & Services

Facilities & Services

Job Summary

The Administrative Aide is responsible for the reporting and record keeping associated with the Preventive Maintenance Program. This includes data entry necessary for the creation of assets, PM standards and PM templates and the maintenance of these modules within AiM.

Duties & Responsibilities

• Assist in reviewing maintenance schedules and work with Facilities and Services Maintenance Division Shop Forepersons on adherence to schedules associated with the preventive maintenance activities.
• Assist in maintaining a preventive maintenance system manual outlining an equipment naming scheme, equipment classification guide, preventive maintenance schedule, and estimated costs of maintenance.
• Maintain preventive maintenance records within the AiM database.
• Work with Facilities & Services Maintenance Division Shop Forepersons and departmental Facility Managers in identifying and scheduling preventive maintenance activities for newly acquired equipment.
• Assign funding sources associated with preventive maintenance activities based on organization and responsibilities of the Maintenance Division, and cost apportionment between Facilities & Services and the Urbana-Champaign campus departments as outlined in the Campus Administrative Manual.
• Assist in reporting on manpower needs and costs associated with preventive maintenance activities.
• Assist in performing annual reviews of preventive maintenance activities for Facilities & Services and campus departments.
• Assist in preparing estimates for preventive maintenance activities as needed.
• Create appropriate work orders for items that are funded by the Facilities and Services Maintenance Department.
• Assist in maintaining a schedule for the boiler and pressure vessels which includes inspect and re-inspect dates, state id numbers, location, and types of equipment. Communicate with the State Fire Marshal\'s Office, the state inspector, and the Hartford Steam Boiler inspector to ensure all vessels are issued a Certificate of Inspection. Process and track invoicing related to pressure vessels.
• Assist in maintaining a schedule for the elevator, dumb waiters and lift inspections done by a third party inspector and an elevator mechanic. Communicate with the Office of the State Fire Marshal, third party Elevator Inspection Company and the Elevator Shop Foreperson to ensure proper inspection documentation and application for Certificate of Operation are accurate and up to date. Process and track invoicing related to the elevator inspections.
• Additional duties as assigned.

Additional Physical Demands

Work Environment:

1. The environment of the office is the same as normally found in an administrative office. Field work may involve exposure to heat, dust, dirt, and height.

Physical Demands:

1. This position requires performance of physical tasks other than those normally provided by administrative office personnel. i.e.: Visits to job sites located in mechanical space including roof top applications. Activities may result in a need to climb ladders or enter quarters with limited space. Stress levels associated with the position are elevated at times due to workload and demand for immediate action concerning maintenance functions and/or personnel.

Minimum Qualifications

• High school graduation or equivalent
• Any one or any combination totaling five (5) years (60 months) from the following categories:
  • college course work in business, finance, accounting or a related ield:
    • 60 semester hours or an Associate\'s degree equals one (1) year (12 months)
    • 90 semester hours equals two (2) years (24 months)
    • 120 semester hours or a Bachelor\'s degree equals three (3) years (36 months)
    • Master\'s degree or higher equals four (4) years (48 months)
  • progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Preferred Qualifications

• Two years of service scheduling experience working in a major Preventive Maintenance Program.
• Two years of experience monitoring budget expenditures for a major Preventive Maintenance Program.

Knowledge, Skills and Abilities

• Familiarity with classification of building systems and components.
• Strong organizational and interpersonal skills.
• Ability to manage multiple priorities simultaneously and meet established deadlines.
• Knowledge of maintenance and construction practices and procedures across a broad range of crafts or disciplines, including structural, mechanical, and electrical.
• Knowledge of State and Federal regulations and compliancy in relation to conveyances, pressure vessels, fire/sprinkler systems.

Appointment Information

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