Position Details

Position Information

Recruitment/Posting Title	Preventive Maintenance Clerk I
Job Category	Staff & Executive - Facilities/Environmental/Maintenance
Department	IPO-Strategic Services
Overview	The Division of Institutional Planning & Operations (IP&O) employs a workforce of approximately 2,700 staff, represented by 15 collective negotiations agreements, and is responsible for institutional strategic initiatives and operations, which encompasses an expansive range of comprehensive service and business operations across the State of New Jersey. These include planning and construction, facilities, public safety and emergency operations, environmental health and safety, transportation, housing, and auxiliary/retail operations.
Posting Summary	Rutgers, The State University of New Jersey, is seeking a Preventive Maintenance Clerk I for the Division of Institutional Planning & Operations (IP&O). Under supervision, supports the Physical Plant Department consisting of Maintenance and Environmental Services. Receives and interprets Maintenance and Environmental Services calls and determines/prioritizes emergencies. Maintains and controls essential hardcopy and electronic records for preventive maintenance work orders, routine maintenance work orders and/or project work orders. Interfaces directly with customers and supervisors. Completes staff timesheets as required. Uses computer based time keeping software to run reports necessary for completion of staff timesheets. Receives all records related to staff which are necessary for completion of staff timesheets. Completes and maintains all necessary historical records related to staff and those deemed necessary by the Campus Manager. Among the key duties of this position are the following: Utilizes a computer and necessary application programs to select the proper data to print weekly preventive maintenance work orders and indices. Distributes to the appropriate Supervisor for completion. Maintains current and future databases to monitor and update the preventive maintenance. records As preventive maintenance work orders are completed, records entries in P.M. database to record for historical archives. Issues corrective maintenance work orders to have work completed which was identified by the P.M. inspection as being required. Answers Maintenance and Environmental Services telephones. Prepares corresponding routine work orders to document accepted calls in accordance with Department procedures. Interprets call accurately, based on data received, and identifies major life threatening and/or physical plant threatening emergencies and immediately notifies appropriate personnel (via phone, walkie-talkie or beeper) to take corrective action(s). Documents calls by utilizing date and time stamped routine work orders which are issued to the appropriate Supervisor; some call may require “memo for the record” type documentation. Notifies various service contractors of applicable problems with equipment, e.g., elevators, automatic doors; maintains a work order for a record of each instance. Receives and issues work orders, which are applicable to the Physical Plant, date and time stamps, and codes for entry into current databases and future CMMS System, i.e., type of work order, craft, work order number, maintenance significant item number status and priority, and distributes to the proper Supervisor for completion. Checks completed routine and preventive maintenance work orders for proper completion data, i.e., labor hours worked, material costs if any, mechanics signature(s), supervisors signature, details of the work performed, required for computer input and to satisfy internal audit requirements. Forwards project type work orders to the chargeback/project team for handling as required. DocuSign Envelope ID: D70B9274-AEBA-4BAD-A6DE-D2D8CC5A601C Prepares weekly compilation and summarizes employees’ hours for work completed on various tasks by crafts shops. As required obtains and maintains confidential data regarding Physical Plant employees, i.e., absenteeism, etc. Makes computer entries to track such data as required. Updates computer records, as required, for craft shop personnel, new hires, terminations, transfers, leaves of absence. etc. Develops new forms, filing systems, manual and computerized, as required for new procedures and data retrieval as they may occur. Maintains various manual and computerized records and files as required/requested by the supervisor. Prepares and issues reports as required/requested by the supervisor. Maintains Department shared computer printer(s) as required. Understands and adheres to Legacy UMDNJ’s compliance standards as they appear in Legacy UMDNJ’s Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy Performs other related duties as assigned.
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA	Nonexempt
Grade	1825
Position Salary
Annual Minimum Salary	24.600
Annual Mid Range Salary	25.100
Annual Maximum Salary	25.850
Standard Hours	40.00
Union Description	Teamsters, Local 97
Payroll Designation	PeopleSoft
Benefits	Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview . Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	PERS

Qualifications

Minimum Education and Experience	A minimum of three (3) years of prior clerical experience, preferably in a large institutional setting (such as a hospital or educational facility).
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Demonstrated ability to work in a fast paced, high call volume environment. Excellent communication/customer service skills preferred. Computer experience and familiarity with MS Office applications as well as general ability to learn new programs with training. Proficient typing skills. Must be available to work overtime as necessary.
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number	23ST2829
Posting Open Date	10/19/2023
Special Instructions to Applicants
Regional Campus	Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus	Rutgers University - New Brunswick
City	New Brunswick
State	NJ
Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization Requirements

Under Policy 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees , Rutgers University requires all prospective employees to provide proof that they are vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. Under Policy 100.3.1 Immunization Policy for Covered Individuals , if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate’s offer of employment or disciplinary action up to and including termination.

Affirmative Action/Equal Employment Opportunity Statement

It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement