General Services Support Clerk City Of Huntsville Closing Date/Time: Tue. 12/10/13 6:00 PM Central Time Salary: $13.13 - $19.11 hourly $27,310.40 - $39,748.80 annually Job Type: Full-Time Location: 615 Washington Street, Huntsville, Alabama Department: General Services Pay Grade: 9 Nature of Work Benefits Supplemental Questions Work involves receiving, prioritizing, dispatching, and processing calls, e-mails and faxes from the public. This is communication work answering emergency and non-emergency lines, e-mails and radio calls and relaying pertinent and accurate information to the appropriate divisions and or correct contractors. Work requires fast, efficient, and accurate handling of emergency and non-emergency requests. Work involves creating work orders, service requests, price requests and complaints based on requests from customers and technicians. Incumbent issues assignments for each work order received for both emergency and non-emergency calls. Work involves questioning customer to determine what division the work order needs to be routed to and what priority should be assigned to the work order. Must be familiar with building terminology and leases and be able to make precise decisions regarding each unique work order, while considering work order time frames and priorities. Work is performed independently within established policies and procedures with a supervisor available for assistance if needed. Work is reviewed through reports, conferences, and through evaluations for timeliness, accuracy, and completeness. Receives work orders by phone, radio, fax, e-mail, and in person. Ensures work orders meet General Services criteria, enters data into work order system and determines response. Assigns out approximately 10,000 work orders annually to internal and external workers, ensuring work is assigned correctly to reduce the possibility of lawsuits and the loss of time and money. Maintains direct and preventative maintenance records for General Services Project, Maintenance, and Janitorial Divisions. Makes initial assessment of emergency or non-emergency situations and determines the degree of danger, damage, urgency, inconvenience incurred and service needs. Dispatches appropriate personnel and equipment to work sites as necessary or as directed based on factors including safety, urgency, work schedules and proximity of available crew to site locations. Responds to Police and Fire Department regarding alarms by dispatching the correct personnel for security and fire alarms. Responds to calls received after hours. Operates a base communication system and various communication devices including a computer, phone, radio, printer, scanner, and paging system.Enters data into an Access based work order system and an Attention After Hour software system.Maintains records, files, and data entry. Prepares and ensures accuracy and completeness on submitted forms and reports. Receives and enters invoices into data based system. Responds to inquiries from the public; answers calls, screens and forwards as appropriate; greets visitors; records and relays messages; disseminates information via phone, fax, e-mail, or hard copy. Coordinates contractors in cases of entrapments where immediate response is required.Ensures reports are accurate and ensures duplicate work orders are not created. Serves as the liaison between field personnel and appropriate staff or other agencies such as Police and Fire Departments.Collaborates with General Services staff to communicate assignments; requires a clear understanding of related trades and crafts. Responds to on call emergencies related to natural disasters such as tornadoes, earthquakes, and landslides, as well as ice and snow emergencies; assists with coordinating responses for crews. Serves as the first line of communication to customers, contractors and city officials. Requires regular and prompt attendance plus the ability to work well with others and work well as a team. Notifies Fleet Service personnel of equipment problems and arranges for the transportation of equipment to Fleet Services Department. Maintains on-call work schedule and bulletin boards as needed. Monitors weather and alerts technicians and custodians of inclement weather. Processes P-Cards into a form that can be used for statement reconciliation.Scans work orders, invoices, and P-Cards into laserfiche; files vendor purchase and work orders; purges files annually. Performs additional duties as needed. PHYSICAL AND ENVIRONMENTAL FACTORS: Work is performed in an office environment.Work is sedentary with occasional walking, bending, lifting of objects under 25 pounds, or minimal activity. Work requires the physical ability to sit in confined seating for extended periods of time in a fast paced environment. Must be able to enter data using a keyboard, which requires continuous, repetitive arm and hand movement. A TYPING TEST WILL BE ADMINISTERED TO ALL APPLICANTS SELECTED FOR AN INTERVIEW Applicants May Obtain a Copy of the City of Huntsville’s EEOP Short Form Upon Request ALL APPLICATIONS MUST BE SUBMITTED BY 6:00 P.M. ON THE CLOSING DATE. Minimum Education, Training and Experience: High school diploma from a school accredited by a regional accrediting agency recognized by the U.S. Department of Education or GED certificate issued by the appropriate state agency is required. Must be able to type 35 words per minute on a computer keyboard. Knowledge of work order programs. Knowledge of Microsoft Office Suite, including Access. Knowledge of dispatching software. Knowledge of work-place safety requirements. Knowledge of building and lease terminology. Knowledge of various types of work orders to ensure proper disposition. Skilled in the use of computers, phones, radios, printers, scanners, calculators, paging systems, and related office equipment. Ability to understand bids and leases. Ability to interact with the public, either in person or on the phone with a clear voice and a polite disposition. Ability to manage multiple tasks with frequent interruptions. Ability to diffuse and control volatile situations. Ability to enter, retrieve and analyze computer information quickly and accurately. Ability to handle emergency and non-emergency requests quickly, accurately, and efficiently.Ability to independently carry out routine and non-routine work assignments referring unusual circumstances to supervisors and other personnel. Ability to make precise judgment calls on a variety of work orders while adhering to work order time frames and priorities. Ability to effectively question customers in order to properly determine which vendor or technician should address the issue. Apply online
Posted on: Wed, 04 Dec 2013 13:18:11 +0000
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