MAXIMO Specialist

JOB SUMMARY:

Under direct supervision of the Facility Manager, incumbent will implement and maintain Facility Management Information System (Maximo), update inventory regarding campus buildings, classrooms, offices, grounds, safety abatement plans, and backlogs through Maximo and provide administrative and staff assistance to the Facility Department.

DUTIES and RESPONSIBILITIES:

1. Greet and welcome guests by providing outstanding customer service.
2. Receive MAXIMO training and obtain administrative user password to manage the daily operation of facility maintenance/transportation data, including preventative maintenance, backlog, and financial expenditures.
3. Coordinate and organize the daily operations of the maintenance team.
4. Answer department telephone calls; provide vendors/contractors with appropriate information that requires broad knowledge of facility maintenance affairs; route visitors and calls to appropriate departments when necessary.
5. Maintenance Documentation and System Entry : Responsible for accurately documenting all maintenance activities, service request, preventive maintenance, repairs, inspections, and work orders. Ensures that all relevant information- including labor, materials used, equipment serviced, completion notes, and dates,-is entered and maintained in the IBM Maximo maintenance management system in a timely and organized manner to support operational tracking, compliance, and reporting requirements.
6. Develop correspondence, reports, notices, memoranda, and other required data. Compile information and prepare various department reports as required.
7. Use Facility Management System (FMS) to update inventory regarding campus buildings, classrooms, offices, grounds, towers, and tanks.
8. Maintain updates of the safety abatement plans, backlogs through FMS for Minor Improvement & Repair and Facilities Improvement & Repair project funding.
9. Maintain communication with Navajo Agency (Chinle, AZ) and Office of Facility Management (Albuquerque, NM) regarding status of project funding.
10. Maintain day-to-day operations, service calls, emergency calls and preventive maintenance using Maximo, and assign workers accordingly per work tickets.
11. Ensure appropriate record keeping and maintains confidentiality of school business and department records.
12. Effectively develop, implement, and maintain an efficient system of data storage and retrieval, both electronic and traditional files and records.
13. Assist with planning and implementing department budget and expenditure controls.
14. Maintain documentation for BIE Annual Work Plan and Actual Cost Data.
15. Compose correspondence to outside agencies and interdepartmental offices upon oral or written instructions.
16. Assist with creating and implementing department corrective action plans for OEH, NN EPA, Water Resources, and BIE.
17. Create and maintain files for all vendors by fiscal year.
18. Attend school-wide orientations, staff meetings, professional development, conferences, and trainings.
19. Maintain harmonious working relationships with those contacted in the course of work; demonstrating tact, diplomacy and patience.
20. Adhere to rules and regulations in the administration of duties and responsibilities as outlined in the Policies and Procedures Manual, including compliance with confidentiality.
21. Maintain current CPR and First Aid certifications.
22. Policy and Emergency Plan Coordination: Coordinate the review and revision of the Continuity of Operations Plan (COOP), Emergency Response Plan (ERP), and other Facility Management Department policies and procedures. Facilitate collaboration with internal and external stakeholders to gather input, ensure alignment with school, BIE, and safety requirements, and maintain current, accurate documentation that supports effective operational continuity and emergency preparedness.
23. Perform other duties and responsibilities as assigned by supervisor to accomplish the objectives of the position.

KNOWLEDGE:

1. Various computer applications, such as Word, Excel, spreadsheets, electronic mail and the internet;
2. Pertinent Navajo Nation, federal, state, and local laws, codes, rules, regulations, and statutes;
3. Policies and procedures, organization structure and school requirements;
4. Office principles, practices and procedures;
5. Terminology of facility management practices;
6. Writing skills to prepare basic business correspondence and minor accounting instructions;
7. Math to compute totals, extensions, portions, ratios, quotients, and percentages.

ABILITY:

1. Perform the functions of the position;
2. Research, compile, analyze and interpret Facility Management Systems data;
3. Develop positive relationships with the overall staff and community;
4. Use a variety of computer-based technologies;
5. Work under pressure to meet timelines and handling multiple and changing priorities;
6. Use and operate a variety of office and school equipment;
7. Communicate effectively, both orally and in writing;
8. Work independently with minimal supervision and assistance;
9. Maintain confidential and/or sensitive information as appropriate;
10. Proactively seek and recommend alternative approaches and potential solutions to problems;
11. Respond promptly to questions and requests; seeking assistance when appropriate; and type accurately at an acceptable rate of speed and take dictation when required.

REQUIREMENTS:

1. Will support and comply with the Rock Point Community School philosophy, mission, and vision statement.
2. Will have four (4) hours Prevention of Sexual Harassment training annually.
3. Will have two (2) hours of SCAN procedures and reporting annually.
4. Be in compliance and maintain confidentiality according to FERPA (Family Educational Rights & Privacy Act).

QUALIFICATIONS:

1. AA degree in Business Administration or Computer Science;
2. Three (3) or more years’ progressive clerical experience;
3. Two (2) years’ experience with Facility Management operations, transportation data, MAXIMO system, Facility Management System (FMS) or backlog;
4. Must have experience with various computer applications, such as Word, Excel, spreadsheets, electronic mail and the Internet;
5. Skill and ability to perform a variety of general office duties, basic knowledge of bookkeeping, carry out complex oral and written instructions;
6. Conducts duties and responsibilities in accordance with the RPCS Policy and Procedures, and other reporting policies and procedures of the tribe, state, and federal government.
7. Must have minimal knowledge of Dine language, culture, history, traditions, and its people for compliance in all aspects of educational programs.
8. Have current CPR & First Aid Certification and basic safety training.
9. Must have a valid government issued driver’s license or identification card.
10. Must have Federal, Arizona, and Navajo Nation background clearance.