Job description
Job title: Maintenance Administrative Clerk
flsa: Non-exempt
Department: Accounting
Employment type: Full time
Job Summary
Position Provides support to the Maintenance Team. Major job emphasis is focused on maintaining and developing reports, maintaining Maintenance Connection database, updating spreadsheets, processing requisitions through Maintenance Connection and open invoices, and clerical work. A temporary backup or Maintenance Manager fulfills the responsibilities of this role when vacant.
Essential functions


Duties and Responsibilities


  • Data entry into Maintenance Connection

  • Able to perform Quick Books transactions for inventory of maintenance part and controlling spare part inventory.

  • Attend meetings, take and transcribe notes, prepare draft of notices on MS Word processor, and after editing by Manger, finalize draft. 

  • Type letters, memoranda, reports, etc., from dictated, handwritten, or other sources, and assists in preparing agenda and related material for meetings.

  • Organizes and maintains file system, and files correspondence and other records relating to both daily department activity and regulatory requirements, including organizing standard work documents.

  • Maintains CMMS for daily/weekly/monthly reporting requirements.

  • Compiles data, prepares reports, presentations and other communications.

  • Arranges, participates in, and implements as directed, conference and committee meetings.

  • Prepares outgoing mail and correspondence, including e-mail and faxes.  Posts information on bulletin boards.

  • Able to review production and maintenance data to identify activity flow improvement and waste.

  • May manage materials repair operating inventory and create purchase order.

  • Periodically make off-site part runs

  • Responsible for overseeing shop and parts room for compliance with plant Food Safety requirements.

  • Help maintain orderly shop and parts room.


Critical Success Factors:


  • Accuracy

  • Safety

  • Teamwork

  • Flexibility

  • Accountability

  • Initiating Action

  • Continuous Improvement & Learning

  • Communicating Effectively

  • Planning

  • Problem Solving




  • High School Diploma or G.E.D. required. 


Job Qualifications and/or Skills:


  • Ability to perform secretarial and clerical duties with speed and accuracy without immediate and constant supervision.

  • Confidentiality with materials seen, heard, handled and accessed is critical in this position.

  • Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment, including English usage, spelling, grammar, and punctuation.

  • Data entry experience a plus.

  • Ability to read and interpret documents such as safety rules and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups, employees, vendors, and customers.

  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to create and interpret graphs.

  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to multitask, manage and prioritize assigned work according to daily needs.

  • Advanced computer skills required. Ability to create charts, graphs, matrices, letters, memos and flowcharts using Microsoft Office software (experience with all primary MS Office software: Word, Excel, Access, PowerPoint) from written reports and verbal information. Proficiency in MS Project is a plus, MP2 experience a plus.

  • Working knowledge of the internet and intranet a plus.

  • Proficiently type 30 wpm.




  • This position requires that employees work Monday through Friday, including some Saturdays

  • Overtime as needed with or without prior notice  

  • Hours may vary per day or as necessary to fulfill job responsibilities

  • Regular and Reliable Attendance.


Physical Requirements




While performing the duties of this job, the employee is frequently exposed to fumes or airborne particles, moving mechanical parts and vibration. The employee is occasionally exposed to a variety of extreme conditions at job sites. The noise level in the work environment and job sites con be loud.






  • High School Diploma or G.E.D. required. 


Job Qualifications and/or Skills:


  • Ability to perform secretarial and clerical duties with speed and accuracy without immediate and constant supervision.


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I hereby certify that I have not knowingly withheld any information that might adversely affect my chances for employment and that the answers given by me are true and correct to the best of my knowleedge. I further certify that I, the undersigned aplication, have personally completed this application. I understand that any omission or misstatement of material fact on this application or on any document used to secure employment shall be the grounds for rejection of this application or for immediate dishcarge if I am employed, regardless of the time elapsed before discovery