Job Responsibilities

This position is responsible for overseeing the maintenance of office equipment, assists with district’s vehicle fleet, assists with the district equipment inventory, controls and supplies the district’s commodities stockroom, assists in office wall construction, the headquarters mail services and assists the Business Services Manager with building issues. 

District’s Commodities Stockroom: 900 square feet 

Office Equipment Maintenance and Inventory: 45 machines 

Vehicles Managed: 250 vehicles 

District Equipment: 6000 items 

This position reports to the Business Services Manager. No subordinates report to this position. 

This position operates in an environment that requires prompt and efficient response to the engineering and administrative needs of the district. The incumbent must be knowledgeable in the areas of duplication equipment, office machinery, audio-visual equipment, inventory theory and stockroom practices, purchasing laws and procedures, receiving practices, and postal laws and requirements. The incumbent must utilize this knowledge and expertise to analyze office practices and equipment needs in order to schedule workloads, establish maintenance and repair criteria, and implement new procedures. 

Typical problems encountered by the incumbent are both technical and managerial in nature. They include analyzing equipment performance characteristics, recommending repair or replacement priorities, resolving discrepancies between original purchasing requests and actual purchase orders or incorrect merchandise deliveries, and optimizing the expenditure of office supply funds in order to provide necessary supplies to the engineering staff. 

The incumbent assists in providing maintenance on all office equipment, copy machines, data processing equipment, and microfilm equipment, in order to maximize usage at optimum costs to the district. The incumbent coordinates centralized purchasing activities needed to assure that all items ordered are properly received and distributed; oversees the operation of the district supply room, assuring that necessary inventories required by the district are maintained. Assists with district office reconstruction of modular walls to accommodate movement of office personnel.

Job Responsibilities Continued

The incumbent is responsible for total compliance with the provisions of the IDOT Safety Code handbook and for cooperating with every aspect of the Departments' Employee Safety Program so that operations can be performed in a manner which insures work place safety to herself/himself, fellow workers, and the public. 

The incumbent operates within guidelines established by the district, and established federal regulations, policies, and procedures. The incumbent has considerable latitude in making repair or replacement recommendations, in determining workload priorities, and in the allocation of available resources. Situations that are outside of the incumbent's range of expertise and authority are referred to the Business Services Manager. 

In addition to the daily contact required with various district personnel, this position has daily contact with the Business Services Manager concerning the allocation of resources and scheduling of workloads. Outside the department, the incumbent deals with various vendors and equipment technicians. This position requires districtwide travel. Requires ability to lift 50 pounds.

The effectiveness of this position can be measured by how well the use of the district's audio-visual equipment is coordinated, the accuracy of physical inventory, the timeliness of mail distribution for the district, the prompt repair and return to use of office equipment, and the efficient flow of supplies from the district supply room. 

Principal Accountabilities

1. Coordinates district purchasing and creates requests for requisition to ensure that all such transactions are completed in a timely and accurate manner.
2. Supervises the supply room and receiving functions to ensure that all supplies are properly distributed and accounted for.
3. Maintains and controls an accurate and up-to-date physical inventory in order to ensure that the supplies in stock meet the needs of the district with a minimum of duplication and/or loss inventory.
4. Performs duties in compliance with departmental safety rules. Performs all duties in a manner conducive to the fair and equitable treatment of all employees.
5. Performs other duties as assigned.

Qualifications

Position Requirements

• Completion of a bachelor's degree majoring in business or engineering; OR
• Completion of two years of college PLUS one year of business or engineering experience; OR
• Five years of business or engineering experience.
• Valid driver’s license.
• Districtwide travel.
• Requires ability to lift 50 pounds.
• Requires successful completion of a pre-employment physical and pre-employment drug and alcohol screening.
• Successful completion of a background screening.

Position Desirables

• Knowledge of agency policies and procedures
• Knowledge of vehicle fleet operations
• Ability to communicate effectively and follow oral and written instructions
• Good organizational skills