Maintenance Secretary

at Northern Maine Medical Center in Fort Kent, Maine, United States

Job Description

Assists Director of Facilities Management by performing administrative and secretarial duties.

ESSENTIAL FUNCTIONS:

•         Maintains effective communication with public (agencies/organizations, etc.)  and other hospital departments.
•      Conducts portions of the new Employee Orientation hospital wide. (every other week)
•      Oversees staff education making sure maintenance staff is current on inservices.
•      Conducts research of Maintenance products and pricing for purchasing for Maintenance, working closely with Materials Management. 
•      Relays Maintenance issues to staff in Director’s absence. 
•      Designs databases and efficiency in data entry.
•      Oversees Maintenance Department filing system
•      Plays active part in Hospital Safety Program. Maintains Hospital Safety Manual. Attend bi-monthly Environment of Care Committee Meetings, taking minutes and distributing them, as well as bi-monthly agendas to members of the committee. 
•      Performs clerical duties for Maintenance.
•      Coordinates storage and schedule to shred expired documents.
•      Logs and maintains the SDS Program for the entire organization. (Once a year prints and distributes spreadsheets for all departments to review and return)
•      Maintains eyewash records for entire organization (sent monthly by departments)
•      Submits Tier 2 Chemical inventory reporting once a year for all facilities under NMMC umbrella.
•      Utilizes a web-based building maintenance program (BMP) i.e. to input new employees into the system, assigning them areas that they have been hired for.  As well as monitoring outgoing employee access.
•      Reviews and processes invoices from various vendors working closely with Accounts Payable.  
•      Creates and maintains Maintenance work and on call schedules.
•      Is responsible for all signage throughout the organization.
•      Assists maintenance staff in various tasks related to creating forms, templates, filling out forms for licenses, etc.
•      Processes license applications as they become due for elevators, boilers, generators, fuel tanks, etc. 
•      Keeps staff informed of upcoming testing dates for mask fitting, training such as MOAB, etc.
•      Maintains a spreadsheet, tracking fuel, water and electrical consumption for NMMC. 
•      Actively participates in outdoor decorations of hospital during holidays, and decorating floats for parades along with other volunteers. 
•      Sometimes asked to go out of town to pick up materials needed for Maintenance or other departments.
•      Performs such related duties not listed herein but deemed in the best interest of Northern Maine Medical Center.

Education

• A minimum of a High School Diploma.
• Typing minimum of 60 wpm.
• A minimum of 1 years’ experience in office and secretarial skills preferred. 
• Computer experience is a must. 
• Maintains required level of competency.

Work Traits

• Works efficiently with peers; demonstrates a professional behavior to staff, visitors and patients. Because of shared office space with Director, is expected to maintain strict confidentiality.

• Ability to make decisions based on urgency of the situation and with accordance to work procedures and hospital policies.
• Must be able to work on and coordinate multiple projects and to meet deadlines.
• Must be able to work in urgent and sometimes stressful situations.