Clerical Assistant L1-2, Facilities & Field Services, FACIL Operations Services

Overview

Operations Services is seeking a highly qualified and motivated individual to join its Facilities support team. The selected candidate must possess excellent clerical, organizational, and communication skills including computer-based keyboarding skills and proficiency if MS Word, Excel, PowerPoint, Outlook and Oracle. This individual must have be solution focused. Familiarity with Maximo a plus.

Responsibilities

Core Responsibilities

- Administrative Support & Compliance: Ensure compliance with all applicable corporate policies and meet required deadlines. Perform word processing, record keeping, and document filing/archiving with Iron Mountain, including managing supplies (e.g., ordering boxes, labels, lids). Manage permits and utility bills.

- Customer & Stakeholder Interaction: Maintain frequent interaction with internal and external customers, as well as outside agencies.

- Financial & Vendor Management: Process and track vendor requisitions, invoices, and manifests to ensure timely payment. Verify line-item accuracy and confirm documents against purchase orders, vendor releases, invoices, and manifests. Create purchase orders (POs), GOIs, and spot buys for vendor services. Generate sales orders for monthly disposal and transformer costs. Conduct monthly review and reconciliation of charge and memo shipment documents.

- Work Order & System Management: View, print, and manage tasks and requests in the Maximo work order system, ensuring associated documentation is organized and maintained. Enter manifests into Maximo/EMIS for hazardous waste shipments. Create container information in Maximo/EMIS for non-hazardous and hazardous waste, as well as Oracle POs for vendors. Update electrical device spreadsheets with equipment details for satellite deliveries and disposals, including creating POs for shipment papers.

- Operational & Technical Support: Search LIMS/Maximo for transformer fluid sample results. Assist Stores with sending Networks to G&S by handling paperwork. Dispose of junk transformers from Building 82 and PCB shed in Maximo/DeMax. Track and scan PCB shed documents to the Transformer Shop. Provide Corporate Accounting and Supply Chain with monthly shipment reports. Manage tracking spreadsheets for wastewater and oil. Order materials and PPE.

Qualifications

Required Education/Experience

- High School Diploma/GED

Skills and Abilities

- Demonstrated customer service skills

- Ability to build strong customer relationships

- Effective interpersonal skills

- Strong verbal communication and listening skills

- Strong written and verbal communication skills

- Demonstrates a high level of accuracy, even under pressure

- Excellent organizational skills

- Performs work independently with minimal supervision

- Well organized, detail oriented and flexible to handle multiple assignments

- Demonstrates a high commitment to quality

Licenses and Certifications

- Driver's License Required

Physical Demands

- Ability to push, pull, and lift up to 25 pounds

- Sit or stand to answer a phone for the duration of the workday

- Sit or stand to use a keyboard, mouse, and computer for the duration of the workday

- Possess manual dexterity and the ability to use hands for the duration of the workday

- Ability to stoop, bend, reach, and kneel throughout the workday

Additional Physical Demands

- The selected candidate will be assigned a System Emergency Assignment (i.e., an emergency response role) and will be expected to work non-business hours during emergencies, which may include nights, weekends, and holidays.

- The selected candidate will be assigned a System Emergency Assignment (i.e., an emergency response role) and will be expected to work non-business hours during emergencies, which may include nights, weekends, and holidays.