Center Support Clerk (Maintenance & Office Support)

1.) Summary

Under general supervision, is responsible for a wide variety of maintenance, store-keeping and office support functions including: general maintenance of the Buffalo Employment and Training Center, minor repair and painting, cleaning, parts replacement, moving equipment, ordering, receiving, inspecting, storing and delivering supplies, parts and equipment, and storage files; analyzing user needs and conducting price and quality comparisons of alternative suppliers; providing back-up clerical support for clerks within various divisions; performing miscellaneous functions such as maintenance of equipment, assisting office staff in preparation and set-up for meetings, processing mail and other office functions.

2.) Examples of Work (Illustrative Only)

Responsible for parking validation duties and record keeping

• Managing customer center check-ins and service navigation while in the center
• Monitoring customer adherence to career center rules
• Determines supply needs and stock levels of regularly-used supplies based on usage rate, storage space, etc.; maintains audible inventory
• Supporting with general center safety, reporting and documenting violations according to policy
• Managing center opening and closing activities as it relates to approved employee schedule
• Monitors and inspects deliveries for damaged goods or discrepancy in amount, size, type and terms of order; reconciles discrepancies with supplier or shipper
• Receives authorized requests for supplies, commodities or equipment
• Organizes supplies and office furniture
• Operates light equipment or automobile/van to transport supplies and files
• Confers and evaluates with vendors and office staff regarding products, supply needs and printing orders
• Analyzes cost and savings or ordering supplies in various quantities and from alternative vendors to find cost savings
• Maintains central storage area for office files including the storage, retrieval and delivery of files;
• Receives, sorts, distributes and processes incoming and outgoing agency mail
• Provides clerical support including photocopying, filing, answering phones, collating of forms and basic typing
• Performs routine activities relating to office sanitation and employee compliance to office cleanliness and safety
• Manage printing and disseminating customer center IDs
• Coordinates recycling and bulk trash efforts
• Assist in the set-up for meetings including pick-up and delivery of food, supplies, and set-up of rooms including re-arranging furniture and chairs
• Maintains adequate inventory of required supplies, anticipates the needs of the center and orders supplies as necessary
• Assists in center outreach and engagement activities.
• Performs minor assembly, maintenance and repair of equipment and furniture; assisting with tech item inventory.
• Performs other tasks as assigned, may be assigned to other duties, responsibilities, offices, programs and locations based on the service and staffing needs.

Essential Physical/Mental Functions

Physical Elements

· Lifting and carrying 25-60 pounds;

· Pushing and Pulling loaded transport cart weighing up to 100 pounds;

· Repetitive use of hands to finger, handle, feel and operate standard office equipment frequently;

· Bend, squat, kneel, reach, balance and climb stairs;

· Sit or stand for extended periods of time;

· Walk in order to distribute supplies and materials from one physical location to another;

· Communicate with others to obtain/exchange information;

· Insert and retrieve documents from a manual filing cabinet;

· Work outside in various types of weather including extreme heat;

· Work in an office environment, with exposure to dust and other office fumes.

Mental Elements

· Use written and oral communication skills

· Organizing and coordinating schedules;

· Read and interpret data, information and documents;

· Analyze and solve non-routine and complex office administrative problems;

· Use math and mathematical reasoning;

· Observe and interpret situations;

· Learn and apply new information or skills;

· Perform detailed work on multiple, concurrent tasks;

· Work under deadlines with frequent interruptions;

· Interact and communicate with Center Directors, Managers, staff, customers, the public and others encountered in the course of work;

· Completing written work-related reports.

3.) Education and Basic Requirements

A.) Education:

Any combination of education and work experience, which would likely provide the necessary knowledge and abilities, is qualifying.

B.) Knowledge Of:

· Storekeeping, warehousing and inventory methods and procedures;

· Basic principles and practices of purchasing;

· Basic factors and computation involved in determining cost/savings of large volume purchasing and storing;

· Safety standards and procedures for handling various kinds of supplies, driving, and lifting and moving large or heavy objects;

· Record-keeping and filing systems used in ordering, storing, distributing and paying for supplies;

· Various kinds of shipping orders and purchase orders used in storekeeping

· Arithmetic calculations such as addition, subtraction, multiplication, and division;

· Modern office practices and procedures related to job functions

C.) Ability To:

· Set priorities and meet deadlines, resolve problems and make decisions with minimal supervision; analyze work procedures and make changes to improve efficiency and cost effectiveness;

· Organize, coordinate and perform a variety of office and facility functions;

· Organize storage space for efficient use;

· Learn and use WIA purchasing procedures;

· Use a variety of common and specialized directories, catalogues, and manuals to locate and order supplies, parts and equipment;

· Establish and maintain effective working relationships as necessitated by work assignments with other Agency personnel and outside vendors;

· Communicate clearly and concisely orally and in writing with employees at all levels within the Agency and with external vendors;

· Learn computerized inventory control and record keeping system;

· Learn and perform a variety of office support assignments;

· Follow verbal and written directions;

· Interpret and apply rules, policies and regulations with good judgment in a variety of situations;

· Operate and program function for basic office equipment such as copier machine, postage machine, binding machine and typewriter; train users of same equipment.

D.) Additional Requirements

Valid New York State Drivers License

Have own transportation vehicle

Current insurance on vehicle

Must have knowledge in the use of a computer and word processing software.

Individuals in this position will be required to work flexible hours, which will require some evening hours and work on Saturdays, as scheduled.

Job Type: Full-time

Pay: $42,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Work Location: In person