Maintenance Assistant

GENERAL JOB DESCRIPTION

The primary function of the Maintenance Assistant is to assist with maintenance request management, communication with Maintenance Managers, inventory management, and expense control.

JOB DUTIES

1. Departmental Management Assistance

• Clear out old jobs from RMS Mercury and upload new jobs from the Rochdale and Fenwick Maintenance Spreadsheet.
• Tally up how many work orders were accomplished by type at the end of each week.

2. Maintenance Liaison Assistance

• Review the Trello based Work Plan for the week and post notices, 24 hours ahead of the day, to members and houses with jobs set to happen in them.

3. Budget and Inventory Assistance

• Collect and type up info from the Daily Check Out Slips to the Inventory Management Spreadsheet.
• Produce weekly reports on Inventory usage for the department to review and discuss better inventory management.
• Produce monthly reports on Inventory usage for the department to review and make necessary purchases for stock in the following month.
• Code invoices and log information from them on the Invoice Tracking Spreadsheet. Provide the coded invoices to Pavin for signatures.
• Manage the Budget Control Spreadsheet by uploading information from the Invoice tracking spreadsheet to produce weekly spending reports for the department to use in keeping too spending goals and monthly budgets.
• Produce monthly spending reports from the Budget Control Spreadsheet for the Department to utilize in setting spending goals and monthly budgets as well as yearly budgets.

JOB HOURS

1. Preferred Schedule

• 2 Hours on Mondays

• Post Notices for the Work Week for Tuesday - Friday.

• 2 hours on Thursday

• Code all invoices
• Write in info from all invoices on the Budget Control Spreadsheet and update it.
• Clear all completed jobs from the current week from RMS and the ROC/FEN Maintenance Spreadsheet.

• 4 hours on Fridays.

• Upload all new work orders from the ROC/FEN Maintenance Spreadsheet.
• Upload Check Out Slip info from the week to the Inventory Control Spreadsheet.
• Produce weekly reports on Inventory Usage using the Inventory Control Spreadsheet.
• Produce weekly reports on spending using the Budget Control Spreadsheet.
• Produce monthly reports on Inventory usage if it is the end of the month by tallying up weekly reports.
• Produce monthly reports on spending if it is the end of the month by tallying up weekly reports.

2. Alternative Schedule

• 3 Hours on Monday starting in the morning from 9am to 11am.

• Post Notices for the Work Week for Tuesday - Friday.
• Code all invoices.
• Write in info from all invoices on the Budget Control Spreadsheet and update it.

• 5 Hours on Friday at any time.

• Clear all completed jobs from the current week from RMS and the ROC/FEN Maintenance Spreadsheet.
• Upload all new work orders from the ROC/FEN Maintenance Spreadsheet.
• Upload Check Out Slip info from the week to the Inventory Control Spreadsheet.
• Produce weekly report on Inventory Usage using the Inventory Control Spreadsheet.
• Produce weekly report on spending using the Budget Control Spreadsheet.
• Produce monthly report on Inventory usage if it is the end of the month by tallying up weekly reports.
• Produce monthly report on spending if it is the end of the month by tallying up weekly reports.

REQUIREMENTS

This job is open to co-op members only and we are looking for someone with administrative skills - specifically. You may not be a member of the Board of Directors and hold a central level job. You must be a current BSC member and meet student eligibility guidelines to hold this position.

HOURS/CREDIT

This is an 8 hour/week position, compensated with a rent credit stipend at the current workshift rate for 3 hrs/week and will fulfill the five hours/week workshift requirement. Apartment residents will receive an additional rent credit stipend for the five workshift hours (at the current workshift rate), as this job does not replace the workshift requirement at the apartments. If for whatever reason this job begins mid-semester, the stipend will be prorated.

Term of Employment: Indefinite, Fall/Spring/Summer

Reports to: Maintenance Director

Working Conditions Governed By: Personnel Code

[New member job created and approved at Board #6 (04.10.2025)]