ccsd maintenance department responsibilities manual

MAINTENANCE DEPARTMENT – MAINTENANCE RESPONSIBIL IT IES MANUAL W A R N I N G : O N L Y E L E C T R O N I C V E R S I O N S A R E C O N T R O L L E D

DOC# MTC-M002 Rev. D Date: 09-December-2010 of 32

DOC# MTC-M002, Rev. D Date: 21-December-2010

CCSD MAINTENANCE DEPARTMENT RESPONSIBILITIES MANUAL

1.0 PREFACE 1.1 MAINTENANCE DEPARTMENT MISSION STATEMENT

2.0 OFFICE AND ADMINISTRATIVE PROCEDURES 2.1 POSITIONAL ROLES AND RESPONSIBILITIES

2.1.1 Director of Maintenance III 2.1.2 Assistant Director, Director I 2.1.3 Maintenance Manager Director I 2.1.4 Coordinator of Electrical/Mechanical 2.1.5 Coordinator of Equipment Repair 2.1.6 Facility Regional Coordinator (1 North and 1 South) 2.1.7 Coordinator of General Repair 2.1.8 Coordinator of Work Management 2.1.9 Preventive Maintenance Manager 2.1.10 Junior Accountant 2.1.11 Administrative Clerk 2.1.12 Office Supervisor 2.1.13 Database Analyst III (Work Management) 2.1.14 MIS/DP Technology Specialist (Work Management) 2.1.15 Assistant Accountant 2.1.16 Pricing Clerk (Accounting) 2.1.17 Secretary II (Preventative Maintenance, Director of Maintenance III) 2.1.18 Trades Dispatcher/Scheduler (Help Desk, Work Management) 2.1.19 Trades Dispatcher/Scheduler (Work Management) 2.1.20 Support Staff Trainer Supervisor (Work Management) 2.1.21 Support Staff Trainer (Work Management) 2.1.22 Records Processor (Accounting) 2.1.23 Pricing Clerk (Help Desk, Work Management) 2.1.24 Pricing Clerk (Equipment Repair) 2.1.25 Trades Dispatcher/Scheduler (Equipment Repair) 2.1.26 Senior Maintenance Clerk 2.1.27 Office Specialist II (Assistant to HR) 2.1.28 Office Specialist II (Work Management, 2 Positions) 2.1.29 Office Specialist II (Front Desk Receptionist, North Office) 2.1.30 FSRR – Facility Service Regional Representative 2.1.31 FSR – Facility Service Representative



1.1 Maintenance Department Mission Statement

The primary mission of the CCSD Maintenance Department is to maintain the facilities and physical plants in such a manner as to ensure the classroom environment will support the educational goals of the district in an effective and efficient manner.

2.1.1 Director of Maintenance, Director III

Responsibilities include: - Overall direction and guidance of the CCSD Maintenance Department. - Accountability for all processes and procedures and overall performance of the

work by the department. - Fiscal/Budget accountability. - ISO 9001:2000/Management Review Team accountability. - Approval of all major purchasing actions. - Near and long-term planning to provide mission function capability now and in the

future based on growth projections. - Accountability for discipline and professional behavior of all department personnel. - Active involvement with the following committees: ISO Steering (chaired by the

Assistant Director I), Adopt A School Committee, Superintendent’s Planning Committee (chaired by Associate Superintendent’s Office and Superintendent of Facilities Division).

- Chair of the Facility Service Center Building Council. - Co-Chair (with Director of Instructional Unit) of the Facility Administration Advisory

Committee. 2.1.2 Assistant Director, Director I

Responsibilities include: - Acting stand-in when the Director of Maintenance is unavailable. - Oversight of the purchasing and warehousing function transition to the Purchasing and Warehousing Department.

- Coordinates Preventive Maintenance (PM) activities with PM Manager and initiates new procedures for maintaining physical plant systems.

- ISO 9001:2000/Management Review Team participation and accountability. - Shared oversight of the driver complaint system and handling of all disciplinary

actions within the Maintenance Department. - Prepare Evaluations for the Work Management Coordinator, PM Manager, and

Office Supervisor. - Assist in management of General Repair, Exterior/Structural, Mechanical/Electrical

Systems and Equipment Repair sections. - Review of all department evaluations for compliance, consistency and accuracy. - Participation in Emergency Operation Center Activities. - Oversight of shopping cart and invoice approval in SAP, and Purchase Requisition

approval in Maximo. - Chair Facility Service Center Building Council Committee.



- Coordination of modernization and new school work. - Chair Maintenance Strategic Planning Committee. - Coordination and participation Administrative Facility Planning meeting (with

Superintendent’s Office). - Oversight and implementation of teambuilding strategies for the department. - Active involvement with the following committees: ISO Steering and Strategic

Planning/Decentralization. - Actively participate in monthly meetings with Requirement Services FSR/FSRR. - Review, audit and prepare corrective action of Constructive Comment Surveys. - Attend SPRS monthly meeting to facilitate work flow processes. - Participation in Facility Administer Advisory Committee with Director of Instruction

Unit. 2.1.3 Maintenance Manager, Director I

Responsibilities include: - Acting stand-in when the Director of Maintenance is unavailable. - ISO 9001:2000/Management Review Team participation and accountability. - Shared oversight of the driver complaint system and handling of all disciplinary

actions within the Maintenance Department. - Labor relations liaison. - Oversight of emergency response and emergency maintenance functions. - Prepare Evaluations for; General Repair, Exterior/Structural, Mechanical/Electrical

Systems and Equipment Repair Coordinators. - Review of all department evaluations for compliance, consistency and accuracy. - Acting Director I, Administrator overseeing Special Projects Department. - Chairman, Maintenance & Special Projects Executive Safety Committee. - Chairman, Maintenance & Special Projects Staff Development Committee. - Vehicle assignment/replacement, accountability, tracking and reporting. - Participation in Emergency Operation Center Activities. - Oversight of shopping cart and invoice approval in SAP, Purchase Requisition

approval in Maximo. - Organize Facility Assessment Team to perform due diligence on potential new

property acquisitions. - Active involvement in the following committees: Staff Development and Strategic

Planning. 2.1.4 Coordinator of Electrical/Mechanical

Responsibilities Include: - Review plans and specifications for new CCSD buildings and renovations. - Review of Design Manuals for maintenance of systems in areas of responsibilities. - Assist with updating and maintenance of Approved Vendor List. - Supervision and direction of the Heating, Ventilation and Air Conditioning (HVAC)

Refrigeration, Electrical, Plumbing and Energy Monitoring shops. - Administrative, disciplinary and functional accountability of all shops and

supervisors assigned to them. - Oversee the daily work order activities using MAXIMO.



- Inspect, plan, organize, and supervise the maintenance of HVAC mechanical systems, electrical systems, and plumbing and boiler systems.

- Coordination of training, certifications and safety for the shops. - Verification and approval of purchase orders, requisitions and associated invoices

for equipment purchases. - Receive drawings and specifications for new and rehab projects and place into the

department’s technical library for future reference. - Inspection completed jobs for compliance with specifications and standards. - Develop and recommend new regulations; review new procedures and

regulations. - Coordinate and supervise the operation of the utility monitoring system. - Recommend energy-saving procedures and system modifications. - Research new equipment technologies. - Assist in the development of maintenance decentralization. - Coordinate and implement preventive maintenance programs and procedures. - Coordinate work with state and local agencies. - Responsible for QA/QC of workorders pertaining to select crafts assigned or under

their supervision. 2.1.5 Coordinator of Equipment Repair

Responsibilities include: - Identify and enact cost saving measures for Equipment Repair. - Review plans and specifications for new CCSD buildings and renovations. - Design manuals for maintenance of systems in areas of responsibilities. - Assist with updating and maintenance of Approved Vendor List. - Supervision and direction of the maintenance and repair of Audio/Visual

Equipment, Media Distribution Systems, Various Electronic Equipment, Office Equipment, Reprographic Equipment, Door Hardware and Key/Access Control Systems, Handicap Operators, Musical Instruments, PA and Sound Systems, Scoreboards and Electronic Displays, Intercom and Security Systems, Fire Alarm and Notification Systems, Industrial Arts Equipment, Power Tools, Fire Extinguishers and Extinguishing Systems, Elevators and Wheelchair Lifts, Various Hydraulic Equipment, Custodial Equipment.

- Establish the “usable life” of equipment that is serviced by the Equipment Repair Department.

- Administrative, disciplinary and functional accountability of all shops and supervisors assigned to them. Inclusive of: Industrial Arts Repair, Electronics Repair, Office Machine Repair, Intercom Repair, and Hardware Lock Repair.

- Tracking and status keeping of all work orders assigned to the shops. - Coordination and record keeping of training, certifications and safety for the shops. - Verification and approval of purchase orders, requisitions and associated invoices

for equipment purchases. - Develop, recommend, interpret, and evaluate the department's policies, regulations,

procedures, and standards. - Supervise and evaluate assigned staff; interview and select personnel to fill

vacancies.



- Communicate with various departments and agencies regarding priority situations of life/safety and code compliance.

- Confer with appropriate district staff and community groups regarding installation, repair, scheduling, budget funding, and other related equipment repair activities.

- Active involvement in the following committees: ISO Steering and Staff Development.

- Responsible for QA/QC of workorders pertaining to select crafts assigned or under their supervision.

2.1.6 Facility Regional Coordinator (1 South and 1 North) Responsibilities include:

- Conduct and document daily staff meetings. Send to the directors the information from these daily staff meetings.

- Develop, interpret, and recommend procedures and regulations, and write policy for approval Communicate Clark County School District interests and concerns to city, county, federal, state and other governing agencies, such as the Environmental Protection Agency (EPA), Universal Building Codes (UBC), National Fire Protection Association (NFPA), Americans with Disability Act (ADA), and other local authority entities.

- Receive facilities capital improvement requests from various sources for analysis, feasibility, and recommendations for approval/disapproval.

- Make recommendations for the proper prioritization of general and capital fund projects.

- Provide project management for projects being accomplished in-house. - Review, monitor, and evaluate the upgrade and repair of approved projects. - Consult with architects/engineers in the preparation of project documents. - Integrate the requirements of the modernization program with ongoing programs

that require special planning, including maintenance, asbestos abatement, and new school construction.

- Manage and evaluate assigned support staff, monitor employee progress, and initiate disciplinary action when necessary.

- Oversee and manage the Facility Services Representative Program with district schools and facilities.

- Include the planning for portable movements as a requirement for rehabilitation/modernization project and other capital improvement programs.

- Develop and administer department budgets and establish controls to insure compliance with budget limitations.

- Develop assurance that completed jobs are in compliance with specifications and standards.

- Establish standards of quality and production for all personnel in this section. - Works with all levels of district management. - Implement in-service training in safety and technical training criteria, including

special training programs as directed by state law, federal agencies, and local jurisdictions.



- Prepare general and technical reports for the Board of School Trustees, school administrators, parent groups, public entities, community organizations, and the general public.

- Administrative, disciplinary and functional accountability of all shops and supervisors assigned to them.

- Oversee the daily work order activities using MAXIMO. - Inspection completed jobs for compliance with specifications and standards. - Assist in the development of maintenance decentralization. - Responsible for QA/QC of workorders pertaining to select crafts assigned or under

their supervision. - Verification and approval of purchase orders, requisitions and associated invoices

for equipment purchases. - Develop, recommend, interpret, and evaluate the department's policies, regulations,

procedures, and standards. - Supervise and evaluate assigned staff; interview and select personnel to fill

vacancies. - The North Coordinator duties include direction for the Fence, Asphalt and

Fabrication Shops.

2.1.7 Coordinator of General Repair Responsibilities include:

- Review plans and specifications for new CCSD buildings and renovations. - Design manuals for maintenance of systems in areas of responsibilities. - Assist with updating and maintenance of Approved Vendor List. - Supervision and direction of the Carpentry, Paint, Roof, Flooring and Glass shops. - Administrative, disciplinary and functional accountability of all shops and

supervisors assigned to them. - Oversees the daily Carpentry, Paint, Roof, Flooring and Glass Shops using

Maximo. - Coordination of training, certifications and safety for the shops. - Verification and approval of purchase requisitions and associated invoices for

equipment, supplies and materials through Maximo. - Research new equipment technologies. - Oversees inspections of completed jobs for compliance with specifications and

standards. - Tracking and status keeping of all work orders assigned to the shops under their

supervision. - Responsible for QA/QC of workorders pertaining to select crafts assigned or under

their supervision. 2.1.8 Coordinator of Work Management

Responsibilities include: Network Administration - Oversees/Directs/Performs Network Administrator duties for Facility Service

Center, including:



Creating new employees on the network server, obtaining Acceptable Use Policy agreement on each user, creating electronic folders and assigning permissions, creating user groups and assigning permissions, oversees corrections to Networking Audit Report, Monitoring static Internet Protocol ranges for each of the four (4) network ranges, communication liaison duties for configurations, setups and Virtual LAN ranges with Networking.

Pathlore Administration - Directs/Oversees duties of Pathlore Administrators including: Creating courses,

creating classes and assigning minimum and maximum class sizes, setting up open to the Web registration, verifying student attendance and employee course credit, reporting on all Pathlore statistics within jurisdiction and acquiring reports from Oracle via Crystal Enterprise

Interact Group Maintenance Administrator - Performs duties of Interact Group Maintenance Administrator to include:

Maintenance Department liaison for creating conferences and calendars, adding users to Maintenance Department conferences, adding users to EMS conferences, assigning rights/permissions to conferences

ISO 9001:2000 Responsibility - Lead ISO 9001:2000/Management Review Team representative for Maintenance. - Compiles all data to Director III, builds quarterly MRT presentations and presents

objectives quarterly and attends all monthly ISO 9001:2001 Management Review Team meetings.

- Writes policies, procedures and creates forms for Maintenance Department and acquires ISO certification once approved through ISO Steering Team.

- Internal Auditor for entire district. - Lead for ISO Steering Team. Web Master Responsibility - Performs duties of Web Master to include: Design and programming of

Maintenance Department website, daily updates of website material, backup of website data, creating web-based databases and attaching PHP.

- Updates and adds photos for each craft annually. - Updates all CCTV pages and downloads. Training - Directs written procedures for the use of new applications and/or procedural

protocol for all of Maintenance regarding the CMMS-Maximo, and Work Management.

- Directs training needed within the Maintenance Department for personnel. - Oversees and offers technical advice, and training to all shops/crafts including but

not limited to: Equipment Repair, General, Exterior/Structural, Mechanical Electrical.

- Directs and evaluates all training to all end-users using Maximo within the Clark County School District.

- Certified Advantage Way Model Trainer.



Work Management & Technology - Implementation Project Manager for Computerized Maintenance Management

Systems (CMMS), Maximo. - Directs/Oversees all changes to application design, work flow, crafts, personnel,

labor, materials, assets and KPIs in CMMS-Maximo. - Acts as Liaison to Director of Maintenance, Coordinators and Shop Supervisors for

problematic areas and consistent Dispatch calls dealing with work productivity. - Supervises, evaluates and coordinates Dispatch, Maximo Technology and

Trainers. - Assures Normal Nightly backups of data are functioning. - Collects, distributes, and registers surveys from sites regarding work completed. - Directs Employee Recognition efforts within Maintenance Department. - Participation in Facility Administer Advisory Committee, Instruction Unit and

Strategic Planning for the Maintenance Department. - Performs other duties and manages special projects as required. - Directs/Oversees all reports created and distributed from Maximo. - Liaison with Risk Management regarding insurance collections on work resulting

from theft or vandalism. - Responsible for QA/QC of workorders pertaining to select crafts assigned or under

their supervision. 2.1.9 Preventive Maintenance Manager

Responsibilities Include: - Job Responsibilities listed in the Clark County School District Job Description for

Job #7709. - Researches and evaluates new equipment and methods of Predictive

Maintenance. - Preventive Maintenance Creation and Job Plans, creating routes and assigning

routes to a PM, generate a PM route. - Performs equipment root cause failure analysis and reporting. - Analyzes maintenance data as required, from MAXIMO. - Performs duties as the Certified Water System Operator for the CCSD’s public

water systems, maintaining compliance with the Safe Drinking Water Act. - Maintains licenses, and is the Certified Competent representative for the district’s

propane fuel systems. - Maintains operating certificates for the CCSD boilers and pressure vessels. - Maintain warehouse cage containing blueprints, asbuilts and O&Ms. - Coordinates and maintains programs for boiler and pressure vessel inspections. - Liaison duties between the Maintenance Department and the district’s commercial

property insurance company, New Construction, and Modernization Services. - Investigates violations from state, county and city. Coordinates corrections to

prevent unnecessary fines to the Clark County School District. - Develops commissioning plans for existing facilities.

- Active involvement in the following committees: ISO Steering.



2.1.10 Junior Accountant Responsibilities include:

- Job Responsibilities listed in the Clark County School District Job Description for Job #2045. Supervise i. Assistant Accountant ii. Pricing Clerks iii. Records Processor Responsibilities with supervising these positions: a. Creation of job responsibilities for all the positions. b. Monitoring and verifying work from the positions. c. Write and give evaluations. d. Track and approve attendance daily.

Other Duties: - Verify and review account coding and purchase request for all shopping carts

(daily). - Approve all shopping carts (daily). - Verify and review all credit card transactions for 102 credit cards (weekly). - Approve all credit card transactions (monthly). - Reconcile all maintenance purchases from the ZFIINVOICE report (weekly). - Monitor, reconcile and track all funds for Maintenance Misc. account, i.e. Adopt A

School, Staff Development and Maintenance Staff Funds (daily). - Track and submit all reimbursements for Edison monthly report (monthly). - Track and submit all expense adjustments, budget transfer and reimbursements. - Attend Coordinator staff meetings to provide guidance for any budget or purchase

questions or concerns (weekly). - Assist director with the yearly fiscal budget submittal (yearly). - Track and monitor Maintenance inventory (yearly). - Provide accounting reports for all shops and coordinators (monthly). - Track all invoices for contracted service (CMC & Universal Refrigeration). - Monitor the Maintenance Cash Box (daily). - Create procedures and monitor Maximo material entries. - Create and monitor database to track Maintenance expenditures (Open Ends,

Adjustments, shopping carts and credit cards) (monthly). - Track and monitor all account funding for Maintenance FTE’s. - Submit and review monthly cell phone bills (monthly). - Generate fiscal year end shop expenditure reports (yearly). - Provide account funding for all reimbursements to Risk Management. - Report all lost/stolen credit cards and pick-up credit cards from CCSD Accounting. - Make deposit for all checks and monies received to CCSD Accounting. - Review and run Z-Budget print outs (weekly).



2.1.11 Administrative Clerk

Responsibilities include: - Job Responsibilities listed in the Clark County School District Job Description for

Job #0200. - Communicates and provides updates and information to administrators and

supervisors regarding staffing needs, personnel procedures, and district policies and regulations related to personnel matters.

- Backup support for Office Supervisor. - Supervises and evaluates Human Resources/Payroll Staff as directed. - Maintain Maintenance Personnel database to report or track personal information,

vacancies, new hires, cell phones and radios (ACCESS). - Point of contact for the Maintenance Department regarding FML issues, Payroll

issues, Human Resources/Support Staff and Pay Data, EMR, ESEA. - Point of contact for drug and alcohol testing for Maintenance employees. - Oversees the daily processing of the Maintenance Payroll and details for accuracy

including but not limited to: - Overtime/Compensatory authorization - Employee Leave - Responsibility Pay

- Distribute and forward all Personal Injury/Accident Reports to appropriate offices. - Oversee and assist Director I/Maintenance Manager in authorizing payroll for

Maintenance staff and Administrators. - Assist CCSD Payroll Department in reviewing Maintenance payroll once it has

been authorized for any corrections deemed necessary. - Backup for the responsibility of and assist with distribution of bulk mailing of CCSD

information regarding Maintenance employees. - Manages assignment of all Nextel cell phones and radios issued to Maintenance

employees. - Assists scheduling calendars for large and small conference rooms. - Assists scheduling calendars for vacations of office staff. - Issues new ID cards for staff whose badges have expired. - Oversee distribution of office mail. - Responsible for distribution and completed collection of evaluations that are due

on a monthly basis for Maintenance employees. - Provides information to administration, employees and/or applicants and the public

regarding employment opportunities and other personnel related issues. - Responsible for and oversees the scheduling of interviews for advertised open

Maintenance personnel positions as needed. - Responsible for input of monthly employee wage changes in Maximo.



- Organizes and supervises the maintenance of HR records and files for the Maintenance Department.

- Tracks position vacancies to ensure compliance with staffing entitlement and departmental needs.

- Track, audit, process or initiates the processing of requisitions, transfers, placements, etc.

- Responsible for new employee processing including entering all data in proper databases and OARS.

- Coordinates the advertisement schedule for out of district advertisements and the establishment of Qualified Selection Pools.

- Responsible for departmental monitoring and tracking of vacant positions. - Responsible for distributions of TB notifications to employees. - Responsible for Maintenance department inventory of supplies and ordering of

supplies. - Edits documents created by administrators if needed. - Knowledge of applicable federal, state, and local statutes and laws related to

assigned area. - Assist with Front Desk coverage and its responsibilities as needed. - Perform other tasks related to the position as assigned. - Assist Director I in any clerical duties as assigned.

2.1.12 Office Supervisor


Job #0206. - Oversees administrative functions related to hiring new employees. - Supervises and evaluates assigned staff. - Prepares memos, letters reports and other documents as needed for Maintenance

Director’s and Coordinators. - Scan files and documents for Director III creating and maintaining electronic files. - Assists with implementation of the Maintenance Department mission and

commitments. - Assist Maintenance Administrators in resolving issues and concerns. - Oversees all responsibilities for the Human Resources/Payroll sections of the

Maintenance Department. - Oversees (with Maintenance HR) the “Summer Student Internship Program” with

Support Staff Personnel. - Maintains and provides ethnicity count to Maintenance Payroll/Personnel. - Maintains responsibility for two office credit cards usage and tracking, turning in

usage information to Maintenance Accounting. - Pay billings/invoices for Culligan Water, GOTOMYPC, and Zee Medical, Sitelock

Systems, etc.



- Processes Travel Advance/Expense Claim forms (CCF-174) for: Mileage, Commercial Driver License (CDL), DOT recertification (medical exam), Fire Marshall Certificate (“F” license), “A” license (Fire extinguishers), “G” license (Automatic Fire Sprinklers), reimbursement expenses for out of district travel and miscellaneous dues and fees.

- Processes payment of Concentra invoices for required medical exams related to Maintenance positions needing (re)certification.

- Oversee the ordering of cell phones, radios, communication equipment, and equipment supplies. Review and authorize equipment bills/invoices for payment.

- Makes travel and seminar arrangements and gathers/processes out-of-district travel request duties include; training registration, flight arrangements, hotel reservations, car rental request, authorization letters for credit card use, and processing reimbursement documentation.

- Prepares employee disciplinary paperwork, to include scheduling evidentiary hearing.

- Maintains Personnel database to report and/or track, personal information, cell phone/radio numbers, vehicle numbers, employee numbers, and required training classes (ACCESS).

- Schedules monthly supervisors meeting, monthly shop meetings and monthly Facility Service Center Committee meetings and Office Management Center meetings.

- Conduct office/clerical staff meetings as needed. - Prepares and codes graphic arts and business card requests. - Prepares any necessary CCSD forms ex. DP-403 – request for mainframe access

for the department. - Responsible for distributing working copies of Nov. 1, Feb. 1, and April 1

(probationary) evaluations for Unified employees to Director I and/or Director III. In addition, annual (Post Probationary) evaluations are due to Administrative Personnel by July 1st of each year.

- Prepares, maintains, and provides statistical information, write memos, correspondence, or reports as directed.

- Provides FTE statistics for Maintenance Organizational Chart, informs Facilities Division of changes/updates.

- Acquires current Driver License compliance and checks for current physicals on those requiring one.

- Responsible for Employee Retirement Benefits Annual Information (show video, distribution and signatures of Maintenance employees).

- Responsible for the distribution and collection of the Hazardous Materials Inventory.

- Responsible for the distribution and signatures of employees for the annual “Employees Right to Know” information.

- Oversees distribution of annual United Way Campaign materials. - Schedule “Distinguished Service” meeting (certificates given out). - Assists scheduling of calendars for vacation requests, and the scheduling of the

large and small conference rooms.



- Annually review and update Master Calendar, sending changes to the Communications Office.

- Annually review of security through Sitelock System. - Semi-annually review and update the Facilities Administrative Telephone Directory

and report any changes to the Facilities Office. - Update and maintain Maintenance directories. - Oversee the tracking and logging of overtime request, actual and justifications. - Responsible for the Maintenance office paper recycling program. - Collects audit information and prepares audit binder. - Orders computer equipment software licenses. - Active involvement in the following committees: ISO Steering Team, Strategic

Planning/Decentralization Committee, Adopt-A-School Committee, Take Your Child to Work Committee and Employee’s Activities Committee.

2.1.13 Database Analyst III


Job #1518. - Oversees all A/V Video Conferencing, projection systems, all computer repairs

(electronics) for 400 + users. - Maintains data integrity of all databases within the department and in the

Computer Maintenance Management System (CMMS) program as needed, insuring program information is current and up to date.

- Oversees and approves monthly publication; Department newsletter, the information station and Maximo. Extra newsletters as needed.

- Measures, charts and distributes monthly statistics: Response objectives by Work Order priority and shop, and work input from CCSD, by Coordinator.

- Assists application training and documentations for departmental personnel and entire district.

- Assists/Designs, creates and edits applications for Maintenance Department personnel, to improve job efficiency.

- Assists with research and writing of instructions for new software applications and procedural protocol for all maintenance regarding Maximo and Work Management.

- Installs and tests new applications, peripherals, ODBC connections, etc. - Oversee organization and supervision of the imaging of O & M manuals. - Serves as Maximo Report Writer and In-House Trainer on CMMS Core Team. - Responsible for all data copies, backups and liaison to TISS for all four (4)

MAXIMO servers. - Writes SQL + scripts for MAXIMO. - Liaison for all departments sharing CMMS (Maintenance, Environmental Service,

Telecom, Special Project, Demographics & Zoning, Grounds, Requirements, Warranty, Operations, all school sites, etc.).

- Supervises, evaluates and coordinates five to ten employees. - Performs other duties and manages special projects as required. - Assists in creating, publishing, collecting and analyzing surveys for the

Maintenance Department (Zoomerang).



- Oversees the development of training materials and lesson plans for the work management section. Manages the Maintenance Department Training Program to include: CMMS Training, Asbestos Awareness, Computer Skills, and others.

- Creates, tests, publishes database reports and queries to the CMMS. - Uses database queries and reports to analyze and summarize department

statistical data. - Oversees repair of department PC’s and equipment, Liaison to User Support

Services and TISS. - Oversees all data entry of Work Management Personnel into the CMMS. - Maintains and updates department organization chart.

2.1.14 MIS/DP Technology Specialist


Job #1473. - Set-up and general maintenance of all A/V video conferencing, projection systems

and all associated equipment. - Installs and tests new applications for general desktop PC functions. - Researches and purchases administrative and shop technical equipment in facility

021, as well as, recovery or proper disposal of old equipment. - Performs installations, testing and instructions to users on all computer systems

and peripherals, including associated software/firmware and related expendable supplies.

- Ensures all Desktop and Notebook computers are configured properly for use on CCSD network and all upgrades, settings and authorized software applications are installed.

- Manages and updates department’s software licensing program and ensures all user computers are in compliance with CCSD policy and Vendor agreements.

- Maintains database of Department computers with serial number, asset number, service tag number, model number, location and authorized user for each unit.

- Maintains computer hardware/software and peripheral issues, relating reported problems, unit(s) involved and corrective actions for historical reference in Maximo.

- Assigns priority and responds to computer hardware/software/peripheral problems throughout the Facility’s Novell network for new users, user rights, network storage allocation and oversees network data backups are intact.

- Monitors and evaluates network user systems remotely and manages the Zen program for scripted software pushes directed by administration.

- Interprets needs, designs, evaluates and recommends technical systems when directed by administration during new projects or system upgrades.

- Observes technology use throughout the Department and recommends improvements and training needs to Supervisor.

- Creates, builds and deploys all computer images currently used within the Maintenance Department.

- Purchases all computer equipment either by credit card or Purchase Requisitions. - Maintains scan to network technology.



2.1.15 Assistant Accountant


Job #2050. - Assist the Junior Accountant with Maintenance Budget. - Assist with classifying expenditures for accounts. - Prepare and maintain EXCEL spreadsheets/ACCESS databases on shop

expenditures/Maintenance budget. - Prepare instructions sheets on Maintenance accounting procedures. - Provide training to new Maintenance accounting clerical staff or on new job duties. - Review and approve invoices on SAP. - Track and reconcile all invoices processed on Open End Purchase Orders. - Assist with the processing of three-way match invoices. - Verify vendor statements. - Monitor the workflow on MAXIMO Purchase Requisitions. - Processing of Emergency walk-through Purchase Requisitions. - Assist with SAP Shopping Carts (overflow/backup). - Reconcile the monthly shopping cart expense report (SAP-ZFIINVOICE). - Administer end-of-the-month deadline on PaymentNetTM for Purchasing Card

transactions. - Generate end-of-the-month Purchasing Card reports. Custom PaymentNetTM

reports detailing expenditures by GL Account and Internal Order. Custom ACCESS reports detailing expenditures by shop.

- Reconcile District issued Maintenance Purchasing Cards assigned to Purchasing Dept.

- Order new and replacement Purchasing Cards. - Prepare and track all Purchasing Card District Employee Agreements. - Provide instructions/orientation to Maintenance personnel on the policies and

procedures for Purchasing Card usage. - Assist with the processing of MAXIMO work order material enter

(overflow/backup). - Assist with MAXIMO work orders for Edison School reimbursements (backup).

2.1.16 Pricing Clerk


Job #7145. - Print and review all Maximo Purchase Requisitions. - Process SAP Shopping Carts for Maximo PRs. - Scan quotes and invoices (ATTACH TO MAXIMO PR’S AND SAP SHOPPING

CARTS). - Process credit card log sheets - Reconcile purchasing card transactions from daily receipts into PaymentNetTM



- Reconcile all purchasing card transactions with complete transaction report from PaymentNetTM twice a month.

- Organize, file and store all receipts associated with all the purchasing cards. - Process all Capital work orders for PRs. - Process all Capital work orders for purchasing cards. - Back-up for Assistant Accountant.

2.1.17 Secretary II (Office & Preventive Maintenance)


Job #0220. - Secretary to Director III and scheduling of all Director III meetings. - Site Front Desk Receptionist this includes answering phones, taking messages,

visitor sign in/out and security. - Type agendas for all meetings, including running copies and organizing. Includes

Staff, Supervisor, Shop, FSC Building Council, and All Call and sign in sheets. - Email reminders of meetings. - Scan files and documents for Director III creating and maintaining electronic files. - Secretary to Preventive Maintenance Manager. - Assist as Secretary to Director I – calendaring, meetings and reports as needed. - Assist and back up Office Supervisor as needed. - Track Rave Reviews – obtains signatures, copy and a list to Work Management. - Pulls all overtime requests and authorizations received by email – attach request

into the Maximo work order system. Keep log of work orders entered. - Update and maintain Maintenance Telephone Directory as needed. - Assists with scheduling of large and small conference rooms. - Bond Work Order Tracking Sheet and assign to Coordinators. - QA/QC of materials and check labor on Bond Work Orders. - Prepare lists of Bond Work Orders for Work Management and Special Projects

needing to be closed. - Maintenance Log In/Log Out Sheets from all sites scanned, sorted and filed. - Prepares and codes Graphic Arts and business cards for department. - Reports for Preventive Maintenance Manager, reports prepared, distributed,

collected and recorded in database before filing. • Analysis Boiler Combustion • Analysis Report Cooling Towers • Annual Inspection and Test of Fire Sprinkler System and Fire Hydrants • Quarterly Fire Sprinkler Test • Monthly Fire Sprinkler Inspection Checklist • Monthly Fire Extinguisher Inspection

- Records for Preventive Maintenance Manager • Elevators/Related Equipment Operating Permit • Boiler/Pressure Vessel Operating Permit



- Preventive Maintenance Creation and Job Plans, creating routes and assigning routes to a PM, generate a PM route.

- Commissioning reports and Asbuilts for Preventive Maintenance. - Committee Chair Take Your Child to Work Day as directed by Director III. - Update name marquee in front entry of building. - Taking phone calls/names for new positions when they are posted. - Active member of the following committees: Strategic Planning/Decentralization,

FSC Building council Committee and Adopt-A-School. - Coordinator of monthly potlucks and office birthdays.

2.1.18 Trades Dispatcher/Scheduler (Help Desk, Work Management)


Job # 7181. - Assists as backup for absent dispatchers. Help Desk - Assist end users with security and password issues. - Create new users and appropriate security rights. - Create security groups for users (i.e. school, administrative sites). - Create securities via SQL + scripts. - Training end users with Maximo via phone. - Change Form: Removing or adding a new end user to system. Pathlore - Create courses and classes within the Maintenance Department. - Create classes for end user trainings for Maximo. - Keeping records for all employees and their transcripts in Pathlore. Assets - Assist in inputting assets. Training - Train and assist with end user at workshops when needed. - Train and assist with maintenance employees for Maximo when needed. - Train – CPR/AED for Maintenance employees and CCSD employees. - AED Responder Program Facilitator. Work Orders - Creating follow up work orders in system for crafts as needed. - Assist employee or other departments to search for work orders. - Train to view pertinent information. - Assist with printing and distributing work orders as needed. Employees - Assist employees in work orders with input and corrections. - Keep records for employee change forms/adding and changing information and all

movements/terminations with CCSD. - Assist tracking vehicles/keys when there is employee movement. Dispatch - Assist when there is a shortage/absence of employees in the Dispatch department



Administration - Assist with projects involving Maximo from Work Management Administration. - Assists with assigning QA/QC workorders to Maintenance personnel.

2.1.19 Trades Dispatcher/Scheduler (6 Positions)


Job # 7181. - Telephone contact for department information and customer work requests.

Enter work requests when necessary. Direct calls to the appropriate shops and/or supervisor as needed. Contact the correct technician and dispatch them to the

school/department that needs help. - Point of contact for emergency work requests from FSRs and school

administrators. - Monitor incoming MAXIMO work orders.

Check Priority 1 & 2 work orders to be sure it is a “priority” request according to the Maintenance Priority List.

Contact the Supervisor of the craft needed to fulfill the task and advise them of the work order.

If dealing with a Priority 1 work order contact the Coordinator and advise him of the situation, if the Coordinator is not available contact one of the Facility Service Center/Maintenance Directors.

- Dispatches technicians if Supervisor requests. - Annotates dates and response times in Description Field for priority 1 & 2 work

orders. - Schedules, prints, sorts and distributes work orders to shops, if needed. - Assist shop supervisors as needed. - Validate “Service Requests” and work flow work orders to the appropriate craft if

needed. - Dispatch Priority 1 and 2’s as needed. - Point of contact for Facility Service Representative (FSR) regarding work orders. - Creates follow-up work orders for technicians as needed. - Find and cancel duplicate work orders in Maximo. - Enter, approve and dispatches work order as needed. - Enter time and trip charges on Priority 1 and 2’s upon technician arrival and

departure. - Schedule work orders in Maximo Assignment Manager. - Provide daily reports to FSR on Dispatch approved work orders. - Back up support for HVAC Dispatch, MMV Dispatch, EMS and other crafts as

needed. - Assists other Coordinators with seasonal changes over (chiller/boilers) and any

issues that may arise. - Send W/O’s in Xora to technician radios. - Print Xora time sheet daily.



- Enter Xora time and trip charge in Maximo. - Creates B/E time cards and call outs in Maximo. - Enters time, trip charge, material and completes B/E time cards and call outs in

Maximo. - Contact and monitor work with outside contractors. - Contact outside utilities as needed for Priority 1 and 2’s. - Once MMV Supervisor provides five day notice and site map to Dispatch, they

create packet of work orders for MMV visit by re-crafting, re-prioritizing and notifying core shops of work re-assigned.

- An additional work order is created for Roof Supervisor for site placement of trailer.

- Packets are sent to MMV Supervisor, Leadman, FSR, FSRR and Zone Supervisor on the Wednesday prior to MMV visit.

- Once work is completed, work orders are returned to the respective dispatcher for input of labor and materials.

- Follow up work orders are created from packet when other craft work is needed that the MMV was unable to accomplish.

- Some work orders could be re-assigned to Core crafts if van was unable to complete due to shortage of resources.

- Packet is put in complete status and filed for one (1) year. - Packet survey is copied for OSII (Work Management) and original is filed in

separate binder.

2.1.20 Support Staff Training Supervisor (Work Management) Responsibilities include:

- Schedule work assignments and supervise training activities of support staff trainers within the Maintenance Department.

- Plan, organize, instruct and supervise all monthly Maximo trainings, to staff at CCSD school sites and the Maintenance Department.

- Organize, instruct and supervise all training within the Maintenance Department with emphasis on ensuring materials and audio/visual equipment are maintained and updated to provide maximum efficiency and the highest possible positive impact on trainees.

- Oversee the reservations and usage of off-site CCSD computer training lab facilities, including periodic auditing of equipment, trainers and materials to ensure maximum training efficiency.

- Supervise, create, organize and instruct other training curriculum to enhance employees skill sets in the CCSD Maintenance Department.

- Ensures availability of training materials for each training program. - Supervise the input to the training calendar utilizing technology based distribution

to all administrative and maintenance staff. - Ensure training materials and documentation complies with ISO 9001 and

Advantage Way requirements when necessary.



- Oversee the maintenance of a training database to monitor and report all training programs/enrollments.

- Coordinate maintenance training, schedules, enrollment information, and class confirmations to district employees via phone or email.

- Attend necessary outside training programs for enhancement of training skills to be utilized within the maintenance department for current and future trainings.

- Attend maintenance support staff and all other training or department related meetings as directed by supervising administrator.

- Liaison for Coordinators, Supervisors and Technicians from all department crafts for any training related matters.

- Provides input/feedback and evaluates assigned staff. - Encourage, research and present suggestions for new innovative training ideas for

the Maintenance Department. - Participate and/or assist with all training presented at the CCSD Maintenance

Department facilities.

2.1.21 Support Staff Trainer (Work Management) Responsibilities include:

- Job Responsibilities listed in the Clark County School District Job Description for Job # 4310.

- Plan, organize, instruct and supervise all monthly Maximo trainings, to staff at CCSD school sites and the Maintenance Department.

- Tracks compliancy for staff in the following CCSD offered classes: Defensive Drivers Training, First Aid, CPR/AED, Asbestos Training, Forklift Training, and OSHA Trainings.

- Organize and instruct Microsoft Office and Interact software applications for groups or individuals within the Maintenance Department.

- Research and reserve CCSD computer training lab facilities confirming necessary requirements are available to conduct scheduled training programs, i.e. technology, enrollment space and other necessary equipment.

- Conduct off-site maintenance training programs for district employees. - Create, organize, and instruct other training curriculum to enhance employees skill

sets in the CCSD Maintenance Department. - Create and/or duplicate teaching materials for each training program. - Create, and maintain training calendar utilizing technology based distribution to all

administrative and maintenance staff. - Create training binders with all necessary documentation to comply with ISO 9001

requirements. - Develop and maintain a training database to monitor and report all training

programs/enrollments.



- Coordinate maintenance training, schedules, enrollment information, and class confirmations to district employees via phone or email.

- Attend necessary outside training programs for enhancement of training skills to be utilized within the maintenance department for current and future trainings.

- Attend Maintenance Support Staff and all other training or department related meetings.

- Work with Coordinators, Supervisors and Technicians from various crafts to assist with Maximo navigation and execution.

- Provide on-going individualized support for each maintenance employee. - Troubleshoot hardware and software issues. - Research and present suggestions for new innovative training ideas for the

Maintenance Department - Participate and assist with safety planning and training for the CCSD Maintenance

Department. - Creates impact maps using Advantage Way module.

2.1.22 Records Processor


Job #0286 - Enter materials purchased by credit cards into Maximo work orders. - Enter Open End PO transactions into Maximo work orders. - Enter SAP shopping cart transactions into Maximo work orders. - Enter SAP Shopping Cart transactions into Budget Expenditures ACCESS

database. - Process and reconcile all invoices includes sending to A/P for payment

processing. - Enter all invoices on Open End Pos into ACCESS database. - Assist with processing of PR’s into SAP shopping Carts (overflow/backup). - Assist with reconciliation of Purchasing Card transactions (overflow/backup). - Handle and track all G&K service invoicing. - Review and file all vendor statements. - Open and sort all incoming accounting mail and faxes. - Assist with MAXIMO work orders for Edison School reimbursements. - Create new Purchasing Card Log Sheets as requested from Purchasing Card

users (backup). - Create new Purchasing Card Check Out/Check In Log Sheets as requested from

Purchasing Card users (backup).



2.1.23 Pricing Clerk (Work Management) Responsibilities include:

- Job Responsibilities listed in the Clark County School District Job Description for Job #7145.

- Review and correct all labor and trip charges entered in Maximo from error report. - Change all work orders with actual from approved status to in progress status from

error report. - Daily termination and location change report (cross reference in Maximo). - Record phone calls in Maximo. - Inputs assets in Maximo. - Inputs new assets in Maximo. - Returns asset sheets to shops for corrections and questions. - File the asset barcodes brought back to the Asset book library. - Back up the Maximo help desk. - Training End Users in Maximo via telephone. - Create New Users and appropriate security rights in test and production for new

End Users. - Change form: Removing or adding a new End User to the system in Test and

Production. - Train and assist with Maintenance employees for Maximo. - Assist End Users with security and password issues. - Assist employees with input and corrections on work orders. - Assist with portable moves. - Prepare and enter Doc DNA O/M Manuals in Indexing and Imaging Log. - QA Doc DNA (Random). - Put Doc DNA back in binders when QA is done. - Coordinates with shops to update personnel pictures for the website. - Run Monthly reports: Risk Management, Requirements, and Police Services. - Run Yearly reports: Service Group Outstanding Work. - Assists with assigning QA/QC workorders to Maintenance personnel.

2.1.24 Pricing Clerk (Equipment Repair)


Job #7145. - Search for Edison schools and separate from batch.

- Process Edison schools the same as other work orders, except do not file. - If the work order is for a fire alarm inspection, make a copy to file with the

appropriate fire alarm work orders. - Bring up WO in Maximo.

Make two (2) copies of the “report”, staple one (1) copy to the WO. Bring up the “costs”. Put the actual amount for labor and materials on the bottom of the

WO & one (1) copy of the report. Separate each “pile” by school.



At the end of each month, send the reports to the FSC and file the WO in the Edison school file. These are “batched” up at the end of the year and kept in a box.

- Enter all information into MAXIMO for parts/service using credit cards, PR#s or PO#s.

- Bring up WO in MAXIMO. - For PO’s: under “material” in MAXIMO actual, click on “new row” click on

arrow next to item. In “pop-up box” enter PO#----------, then name of part. - Enter quantity and price. - For CC’s under “material” in MAXIMO actual, click on “new row” click on arrow

next to item. In “pop-up box” enter name of part or company name. Enter quantity and price. Click credit card used (will place a check in box). Enter credit card # in next box. Enter the log # in log # box.

- For PR’s: under “material” in MAXIMO actual, click on “new row” click on arrow next to item. In “pop-up box” enter name of part of company name. Enter quantity and price. Enter PR# in correct box.

- Check for accuracy for other parts and labor. - Close the work order. - File work orders; keep for three (3) months, then dispose of them.

- Enter PM information. - Enter PM information as needed for the various shops. - Generate work orders monthly for PMs for:

Fire Extinguishers Fire Doors Kitchen Hoods Fire Hose Fire Alarm Inspection Fire Alarm Reporting Handicap Doors

- Maintain and update the school/site’s fire alarm lists. - This information is kept in a computer database called “Schools”. - Updates are given periodically from the techs and CFI supervisor – make sure

information is entered into the database. - Process all BER work orders. - Enter into the long description of the work order *BER* Item, Model, serial number,

and asset number. - Click on “change status”, in bottom box put “BER – item. - Close work order. - Open up Interact, open up BER file. There are e-mails to send, depending on

whether the item is in the shop or left at the site. - Forward the e-mail and send to the FSRR, the shop supervisor signing the BER

paperwork, & the originator of the work order. - If needed also send to Warehouse mailbox, Purchasing (all custodial equipment)

to Operations - The information also needs to be entered into the BER database found in the “S”

drive.



- File the paperwork into the appropriate file. - If the BER is for Special Projects, FAX a copy of all paperwork to Special Projects.

Staple the confirmation page to the work order and file. - EQR processes all BER paperwork for every maintenance shop. - Process all credit card information. - All credit card invoices/receipts must be originals and contain the following

information: - Log # - Coordinator’s approval - Work order # or “shop stock” for in-shop items - Supervisor’s signature - Circle these in red ink

- Make sure tax was not added. If it was, return to supervisor, they will need to contact company to have it removed.

- Audit for permissible purchases. - Charge receipt and invoices should match. - File these by card number. - Periodically these must be reconciled on PaymentNetTM by the dates set up by

CCSD Accounting Department. - There are reports that are due monthly to the Maintenance Accounting

Department. - All reports and receipts/invoices are to be sent to the FSC monthly. - Process all credit card log sheets. - Check to be sure there are no discrepancies (i.e.: same log number two (2) or

more times). - Print new log sheets on light green letter sized paper and put in supervisor’s box. - Initial log sheet and send to the Maintenance Accounting office. - Process all purchasing card check-out/check-in log sheets. - Check to be sure there are no discrepancies (i.e.: line not filled out or signed). - Print new log sheets on light yellow letter sized paper and put in supervisor’s box. - Initial log sheet and send to the Maintenance Accounting office. 1st Responder for first aid care for site - Required to maintain a current CPR, First Aid and AED card. - Required to maintain a booklet with standards and protocols. - Required to pass a monthly, quarterly, and yearly test. - Daily Check of AED machine. - Required to check the AED machine daily and keep a log of checks. - Back up 2-way radio support.

- If the techs or supervisors contact us for support or if we need to contact them.

- Fill in for Office Specialist II and Dispatcher as needed.



2.1.25 Trades Dispatcher/Scheduler (Equipment Repair) Responsibilities include:

- Job Responsibilities listed in the Clark County School District Job Description for Job #7181.

- Track technicians each day through the Daily Sign Out sheets (Equipment Repair). - Telephone contract for department information and customer work requests.

• Enter work requests when necessary. • Direct calls to the appropriate shops and/or supervisor as needed. • Contact the correct technician and dispatch them to the school/department that

needs help. - Point of contact for emergency work requests from FSRs and school

administrators. - Monitor incoming MAXIMO work orders.

• Check Priority 1 and 2 work orders to be sure it is a ‘priority’ request according to the Maintenance Priority List.

• Contact the Supervisor of the craft needed to fulfill the task and advise them of the work order.

• If dealing with a Priority 1 work order contact the Coordinator and advise him of the situation, if the Coordinator is not available contact one of the Facility Service Center/Maintenance Directors.

- Dispatches technicians. - Annotates dates and response times for Priority 1 and 2 work orders in the Priority

1 and 2 ledger. - Schedules, prints, sorts and distributes work orders to shops, if needed. - Assist shop supervisors as needed. - Validate “Service Requests” and work flow work orders to the appropriate craft if

needed. - Dispatch Priority 1 and 2s as needed. - Point of contact for Facility Service Representative (FSR) regarding work orders. - Creates follow-up work orders for technicians as needed. - Find and cancel duplicate work orders in Maximo. - Enter, approve and dispatches work order as needed. - Enter time on Priority 1 and 2s upon technician arrival and departure. - Schedule work orders in Maximo Assignment Manager. - Provide daily reports to FSR on Dispatch approved work orders. - Back up support for HVAC Dispatch, MMV Dispatch, EMS and other crafts as

needed. - Assists other Coordinators with seasonal changes over (chiller/boilers) and any

issues that may arise. - Help shop supervisors as needed and help, fill in for, the Pricing Clerk and OSII as

needed. - Oversee the duties of the office staff. - Maintain an up-to-date EQR employee computer file. Pass on any personal,

vehicular and/or shop changes to FSC.



- Maintain EQR employee personnel files. Corroborate employee 101’s, overtime slips, daily logs, and responsibility pay requests and document them in the EQR Daily Calendar and EQR Personnel Ledger, as appropriate.

- File documentation in appropriate technician’s EQR Personnel Folder. - Fax daily shop log sheets to the FSC each day. - Track employee evaluations through the various departments and maintain a

record of the evaluations from the draft copy to filing the finished/signed copy in the technician’s EQR file.

- Print and post the daily Support Staff job vacancies/final selections from the Interact District Link.

- Investigate and track the Maintenance State Fire Marshall License renewal form for the appropriate employees for the upcoming year.

- Collect and file appropriate documentation. - Type up the form and send for administrative signatures. - Send a copy of each technician’s renewed license to the FSC. - File all information, including Post Office Certified Mail receipt post card. - Complete various duties that were previously the responsibility of an Office

Specialist II.

2.1.26 Senior Maintenance Clerk Responsibilities include:

- Job Responsibilities lists in the Clark County School District Job Description for Job # 0255.

- Backup to Administrative Clerk during absence. - Distribute forms to employees/supervisors for job related injury or accidents, and

review for completeness and accuracy when completed, then forward to the correct departments and file copies.

- Secures signatures for documentation. - Assist in updating and recording information from daily attendance sheets. - Responsible for researching, creating and typing responsibility pay requests,

forwarding completed forms to the CCSD Pay Data Office and filing copies in the employee files.

- Assist in maintaining supply cabinets by providing back-up for ordering as needed. - Assist in issuing new radios to designated staff and providing troubleshooting

whenever there is a need. - Assist in issuing blue cards for new employee identification cards and also for

employees who need replacement cards. - Perform research for general and special projects for payroll and personnel

regarding Maintenance employees; assist in the resolution of problems. - Performs and applies mathematical computations. - Assist with the resolution of minor routine administrative and operational problems. - Gathers information necessary for scheduling of applicant interviews. - Creates and maintains new and old file folders.



- Assist in calendaring for the main conference room and small conference room in Maintenance.

- Assist as backup to oversee and assist Director I/Maintenance Manager in authorizing payroll for Maintenance staff and Administrators.

- Assist as backup with CCSD Payroll Department in reviewing Maintenance payroll once it has been authorized for any corrections deemed necessary.

- Assist with input of monthly employee wage changes into MAXIMO. - Take the names of employees/people interested in advertised open personnel

positions as assigned. - Assist with the scheduling of interviews for advertised open Maintenance

personnel positions as assigned. - Troubleshoot cell phones/radios and copy SIM cards. - Assist with Front Desk coverage and its responsibilities as needed. - Assist Office Supervisor with clerical duties. - Performs other tasks related to the position as assigned.

2.1.27 Office Specialist II (Assistant to HR)

Responsibilities include: - Job Responsibilities lists in the Clark County School District Job Description for

Job # 0123. - Answer telephone inquiries from employees and the public concerning

departmental activities and operations. - Assist in the processing of daily payroll and payroll related duties including:

overtime slips, correction vouchers, absence requests, evaluations, distributing biweekly paychecks, daily attendance forms, etc.

- Run overtime reports for Director’s review. - Balance absence and leave on daily log sheets for entry in OARS. - Files and records documents related to payroll. - Secures signatures for documentations. - Responsible for researching, creating and typing responsibility pay requests. - Assist in processing new employees. - Assist in maintaining supply cabinets and sorting and distributing supplies as they

are ordered. - Assist in issuing new radios to designated employee personnel. - Troubleshoot radio problems and copy SIMM cards. - Assist in comparing Maximo entries for absences to actual payroll records. - Distribute mail, and performs typing, filing and gathering information as needed. - Performs other tasks related to the position as assigned. - Fill in for Senior Maintenance Clerk during absence. - Create folders for new employees.



- Assist in issuing blue cards for new employee identification /replacements/renewals.

- Perform research for general and special projects for payroll and personnel regarding Maintenance employees; assist in the resolution of problems.

- Use computer and mainframe applications to obtain and enter data and operates a variety of office equipment.

- File correspondence, bulletins, reports, records, materials and other documents; may retrieve files upon request.

- May photocopy, sort, staple and/or distribute documents, as requested - Assist in calendaring for the main conference room and small conference room in

Maintenance.

2.1.28 Office Specialist II (Work Management, 2 Positions) Responsibilities include:

- Job Responsibilities lists in the Clark County School District Job Description for Job # 0123.

- Administrative Assistant to the Coordinator of Work Management, Database Analyst III and MIS/DP Technology Specialist. Perform all secretarial duties as needed.

- Direct internal and external customers to the most qualified person to answer their Maximo questions.

- Sharing of daily input of personnel attendance in CMMS-Maximo by 9:00 a.m. - Sharing of printing priority one (1) and two (2) assigned work orders for the same

day and the next day. Distribute them to the correct craft. - Update PowerPoint information station monthly. - Assist with coverage at front reception desk was needed. - Creates and records all safety attendance and training in Pathlore. - Updates and mails all suggestions reports from database to personnel required to

respond (monthly). - Monitors all CCF-074 forms turned in and checks that matching labor and time is

reported in Maximo. - All discrepancies are given to Work Management training for correction. - Preparation of DocDNA scanning of Operation and Maintenance manuals for

selected schools. - Recheck that vendor has scanned documents correctly. - Creates flyers regarding various Maintenance Department committees. - Assist in creating training folders and packets for the Work Management trainers

for use in the classes/orientations. - Secretarial support for Work Management Trainers.



- Aide in the processes, procedures and manuals needed for the quality management system (ISO 9001:2000). Ensure they are established, maintained and communicated in the Maintenance Work Management area.

- Update the Maintenance Manual including maintaining the responsibility list for the employees in the main office.

- Print Asset barcode labels using the Globalmark machine. - File the barcodes brought back for the techs into the Asset book library. - File and catalog blank asset labels to distribute to the technicians. - Portable asset input and move/modify locations. - Daily input of personnel attendance in CMMS-Maximo by 9:00 a.m. - Print plumbing and flooring priority 1 and 2 assigned work orders for the same day

and the next day. Distribute them to the correct craft. - Batch closing of work orders completed over 60 days.

2.1.29 Office Specialist II (Front Desk of North Facility Service Center)


Job # 0123. - Answer and transfer phone calls. - Act as office message center. - Manage reception desk; obtaining and relays information from visitors on their

needs and when necessary refers to appropriate administrative staff. - Responsible for security check-in at the front desk. - Take the names of employees/people interested in advertised open personnel

positions. - Assist with the scheduling of interviews for advertised open personnel positions.

2.1.30 Field Service Region Representative (FSRR) Responsibilities include:

- Job Responsibilities listed in the Clark County School District Job Description for job # 7655.

- Ensuring generic logins for Maximo are used only with Coordinator’s approval when FSRR is absent.

- Verifying that Work Order description and locations of problems are in the short description of Work Order in Maximo.

- Verifying correct completion of work order fields (checkboxes, priorities, etc.). - Attending morning briefings with Coordinators, Craft Supervisors, Construction

Supervisors, FSRs, and pertinent dispatchers for each region. - Attending weekly FSRR meetings with Director of Maintenance. - Adhering to all ISO procedures (Priorities, Emergency documentation). - Ensuring that once craft technicians have determined a work order is warranty and

the technician calls dispatch with their labor input, the work order is changed to ‘complete’ in Maximo and a follow up work order is made for Warranty.



- Ensuring the Acceptable Use Policies regarding computer usage in the CCSD is adhered to. This includes no streaming data, unauthorized applications, non-work related business, etc.

- Maintaining an advanced level of Maximo knowledge to perform FSRR duties; Advanced Searches, access reports and report queries, how to request queries, lists and downloads, understand workflow and correction of workflow, viewing attachments, submitting work orders, cancel vs. close, etc.

- Striving to maintain the goal of completing P1 and P2 work orders within 30 days (same day if possible). Follow up work orders shall be made for work still needing to be completed, parts ordered (PRs), or checking on equipment.

- Assisting with hot Head-End room concerns by allocating resources to check on the concern prior to sending technicians.

- Managing site funded work with site administrators to ensure the understanding that this type of work is site maintained.

- Supervising and checking the FSR estimates for Capital Work and ensuring final submittal to finance and tracking approval status.

- Performing attendance reporting for FSRs using Maximo Assignment Manager. - Spot checking site book logs to determine compliance with log-in procedures are

being followed. - Reviewing and initialing CCF-174 for Coordinator’s signature prior to being turned

into Office Supervisor.

2.1.31 Facility Service Representative (FSR) Responsibilities include:

- Job Responsibilities listed in the Clark County School District Job description for Job # 7650.

- Maintaining site visit logs electronically and sharing with the FSRR. - Tracking mileage (if using own vehicle) and turning it in monthly on a CCF-174. - Adhering to Acceptable Use Policies, including no streaming data, unauthorized

applications, non-work related business, etc. - Attending monthly FSR meetings with Director of Maintenance. - Adhering to all ISO procedures (Priorities, Emergency documentation). - Investigating work orders in question re: Warranty, Environmental Services, bond

work, head end room, misunderstood work orders (wants vs. needs), or as appointed by Dispatch/FSRR.

- Sending and following up on work order investigations that indicate work flow to be sent to a different service group.

- Maintaining an advanced level of Maximo knowledge to perform FSR duties; Advanced Searches, access reports and report queries, how to request queries, lists and downloads, understand workflow and correction of workflow, viewing attachments, submitting work orders, cancel vs. close.

- Striving to maintain the goal of completing P1 and P2 work orders within 30 days (same day if possible). Follow up work orders shall be made for work still needing to be completed, parts ordered (PRs), or checking on equipment.

- Ensuring continuity with site funded work. Assisting with PAF and site maintained documentation and ensuring checks payable to Maintenance or cost transfers.



- Performing Capital work estimates on work orders and submitting to FSRR for final review.

- Reporting attendance to coordinator in accordance with negotiated contract. - Performing site walks with MMV crews prior to van assignment.

3.0 DEFINITIONS:

AED – Automated External Defibulator APPR – Approved BER – Beyond Economical Repair CCSD – Clark County School District CMMS – Computer Maintenance Management System COMP – Completed CORE – Includes all crafts not assigned to Zone and Mobile Maintenance EMS – Energy Management Systems EQR – Equipment Repair ERP – Enterprise Resource Planning FER – Fire and Equipment Repair FSC – Facilities Service Center FSR – Facility Service Representative FSRR – Facility Service Region Representative HVAC – Heating Ventilation and Air Conditioning shop IDR – Intrusion Detection Repair INPRG – In Progress KPI– Key Performance Indicators Maximo – Web-based Enterprise Work Order System MMV – Mobile Maintenance Van MSDS forms – Materials Safety Data Sheet OARS – On-Line Absence Reporting System ODBC – Open Database Connection OS II – Office Specialist II OSHA – Occupational Safety & Health Administration Pathlore - Clark County School District Training Database PM – Preventative Maintenance PO – Purchase Order SAP – Systems, Applications and Products in Data Processing SIMM - Single Inline Memory Module Sitelock Systems – Outside Contractor TISS – Technology and Information System WMATL – Waiting for Materials WO – Work Order ZOOMERANG – Online Survey Software



4.0 SUPPORTING DOCUMENT REFERENCES:

4.1 Exhibit “A” – Organizational Chart 5.0 RECORD RETENTION TABLE:

Identification Storage Retention Disposition Protection MTC-M002 CCSD Maintenance Department Responsibilities Manual

Electronic on Maintenance website and CCSD website

Indefinitely Delete after Update

Electronic back-up

6.0 DOCUMENT REVISION HISTORY:

Date Rev. Description of Revision 09-April-2008 A Initial Release of the document 09-April-2009 B Revision of manual, specifically various duties of positions 21-Jan-2010 C Revision to 2.1.20, 2.1.21, and 2.1.30 09-Dec-2010 D Revision of manual, specifically various duties of positions

7.0 PROCESS OUTPUT: 7.1 To establish accountability for office required duties not necessarily outlined on CCSD job

classifications.

8.0 THIS DOCUMENT APPROVED BY: (Reference Document Control Form): 8.1 Director III, of Maintenance

ccsd maintenance department responsibilities manual

Documents