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.
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