Maintenance Clerk

Location: 100% onsite

Schedule Specifics: 1 Year

PPE is required – Personal Protective Equipment

Description of Assignment:

We are seeking a detail-oriented and organized Maintenance Clerk to join our team. As a Maintenance Clerk, you will play a crucial role in managing callouts and timekeeping for our union workers, in addition to overseeing office supplies, filing maintenance records, and assisting with other workflow-related duties.

Responsibilities:

• Manage callouts and communicate effectively with maintenance staff.
• Alert supervisor and superintendents when mechanics/electricians get occurrences and prepare discipline forms to be issued. Collect discipline copies from supervisors once issued.
• Maintain accurate records of employee attendance and timekeeping in Kronos.
• Track the number of emergency vacations, doctor's notes, sick days, etc. in Kronos and file any doctor's notes.
• Oversee office supplies, ensuring availability and restocking as needed.
• File and organize maintenance records according to document control standards for easy retrieval and reference.
• Coordinate meetings for hourly personnel, including safety, MSHA annual training, engagement surveys, and miscellaneous meetings.
• Provide administrative support to the maintenance department.
• Collaborate with other departments to streamline workflow processes.
• Build maintenance capital folders in Content Server and initiate workflows.

Requirements:

• Proven experience in administrative roles, preferably in a maintenance or unionized environment.
• Strong organizational and communication skills.
• Familiarity with timekeeping systems and processes.
• Ability to manage office supplies and maintain organized filing systems.
• Ability to work collaboratively with union representatives and staff.
• Detail-oriented and capable of multitasking.

Administrative Duties:

• Kronos input - OT Shifts, Vacations, Set-up Codes, Shift Swaps, and Job Codes.
• Answer calls and emails from Operators with questions or complaints.
• Coordinate onboarding, training plans, position moves, and shift balance.
• Print, compile, and distribute books and current material to trainees.
• For onboarding, coordinate training plans, progress checks, panel reviews, and testing.
• For cross-training, coordinate training plans, schedules between OT needs, updating training records, updating training plan/seniority list, panel reviews, and testing.
• Order supplies for Operators (non-warehouse items) and the office.
• Verify gate punches, missed punches, and timecard sign-offs every other Monday.
• Facilitate the department's weekly staff meeting.
• Work with the team to track MOC, hurricane preparation, housekeeping, etc.

Weekly Schedule:

• Pull OT sign-ups from the field.
• Pull OT needs (Asset Calendar, RD/SB, Projects - from AS/AC).
• Review Vacation Calendar and ensure rules are being followed.
• Coordinate Set-up Supervisor coverage.
• Cover open shifts (vacancies or vacations).
• Schedule training.
• Schedule development opportunities.
• Manage email communications.
• Print required materials.
• Post materials in the field.
• Correct any issues or conflicts found.

What do you need for this role?

• High School diploma/GED required.
• 1+ years of maintenance administrative experience.
• Time and Attendance Systems experience (Kronos).
• Microsoft Suite, including Excel, Word, and PowerPoint.