Maintenance Assistant (clerical) - Administration Building

Cuyahoga-County-Public-Library; Parma (OH); On-site; USD 22,000 - 31,000; Full time

Job summary

Cuyahoga County Public Library is seeking a Maintenance Clerk to serve as the primary contact for maintenance issues, prioritizing requests and generating work orders. You will support the Maintenance Manager and staff, track utilities and documents, and assist with vendor coordination.

Responsibilities include data entry, report generation, and maintaining department calendars, while ensuring compliance with safety and internal procedures.

Qualifications

• Knowledge of telephone protocol and professional communication.
• Excellent verbal and written English communication skills.
• Ability to prioritize tasks and manage multiple requests.
• Ability to interpret and apply basic English grammar, spelling, punctuation, and math functions.
• Strong customer service orientation and cooperation with vendors and staff.
• Experience with data entry and maintaining office records.

Responsibilities

• Answer maintenance calls and coordinate with managers to complete tasks promptly.
• Use CMMS to create, update, and track work orders and generate reports.
• Assist with documentation for vehicles, insurance, and fleet status.
• Handle scheduling, correspondence, calendars, and receptionist duties.
• Coordinate with vendors about appointments, status, and repairs.
• Organize department files and extract data for management reports.

Skills

Telephone protocol

Verbal communication

Written communication

Time management

Data entry

Customer service

Multi-tasking

Attention to detail

Office equipment handling

Education

High school diploma or GED

Tools

CMMS software

Job description

• Location 2111 SNOW ROAD,Parma, OH, 44134,United States
• Base Pay $19.12 / Hour
• Employee Type FT 40
• Required Degree High school

Position Closing Date: 11/13/2026

Full-Time = 40 Hours/Week

Please note: this is a clerical position.

GENERAL SUMMARY

Under moderate supervision, serves as primary contact for all maintenance related issues, acting as a liaison between maintenance and branch/department managers, division directors, staff, and outside vendors. As directed by the manager and/or department supervisors, prioritizes requests and generates work orders, ensuring timely dispatch of maintenance staff and follows work through to completion. Serves as support to Maintenance Manager, Maintenance and HVAC Supervisors, and Maintenance staff, performing tasks as necessary for the operation of the maintenance department. Analyzes cost and usage of utility bills and provides administrative office support to the maintenance department including tracking and updating a variety of information and documenting, entering and verifying data, locating and retrieving documents requested and answering phones.

JOB REQUIREMENTS

SpecificKnowledge, Skills, and Abilities required include:

• Knowledge of telephone protocol appropriate to position.
• Skill in exercising advanced level of verbal, inter-personal and customer service skills.
• Ability to communicate effectively both orally and in writing.
• Ability to apply basic levels of English grammar, spelling, punctuation, and basic mathematical functions such as addition, subtraction, multiplication, division, percentages, ratios, etc.
• Ability to handle multiple tasks simultaneously with frequent interruptions, including the ability to successfully prioritize both emergency and non-emergency issues.
• Ability to accurately organize and maintain paper documents and electronic files.
• Ability to detect basic errors and make corrections as directed and under established procedures.
• Skill in operation of typical office equipment such as personal computer, facsimile, copiers, scanners, calculators, and telephones.
• Skills necessary to develop and maintain effective and appropriate working relationships with co-workers, customers, vendors, and/or representatives of other agencies.
• Ability to analyze a utility bill and/or report.
• Knowledge of OSHA and Safety Data Sheets and related data entry procedures.

ESSENTIAL JOB FUNCTIONS

• Complies with Cuyahoga County Public Library’s policies, rules, guidelines, procedures, requirements, standards, and practices applicable to the job, including (but not limited to) work scheduling and attendance, customer service, use of Library property, computer use, personal conduct, and confidentiality.
• Answers all maintenance calls and coordinates with department manager and supervisors to ensure the maintenance tasks are completed in a timely manner. As directed, serves as a liaison between maintenance and branch/department managers, division directors, staff and outside vendors. Provides follow-up inquiry to ensure satisfaction, and records information regarding work order status in database. Generates reports regularly. Keeps daily activity records of maintenance management and staff.
• Uses computerized maintenance management software system to review and respond to requests for service, establishes and confirms work orders, updates data regarding status of request, generates reports, ensures that data is up to date and accurate.
• Assists with documentation related to CCPL vehicles, insurance and ensuring compliance with governmental regulations; organizes and maintains the integrity and security of electronic and hard copy documentation regarding fleet vehicle status and maintenance, as well as staff personal driver’s license information.
• Performs administrative duties such as scheduling appointments and meetings, prepares correspondence and other documents, maintains calendars. Maintains time records and schedules of entire department. Maintains and posts maintenance schedule and calendars. Receives and routes mail, responds to routine maintenance correspondence. Provides receptionist services for the department, answers phones and directs calls and visitors.
• Deals directly with vendors regarding appointments, order status, purchase order information, or maintenance related inquiries. Assists managers in tracking down and resolving issues with vendors and scheduling the testing of repairs of various building equipment, contracts and agreements. Monitors contracts and serves as contact person.
• Organizes and maintains department files; updates procedures and administrative and OEM manuals. Extracts data and compiles management reports such as monthly maintenance, HVAC and telephone repair activity. Using applicable computerized systems, maintains data integrity and accuracy of departmental activities and information.
• Orders, maintains and organizes office supplies for the department.
• Maintains outstanding and completed purchase order records, locates vendors and obtains price quotes. Reconciles invoices and packing slips for managerial approval.
• Responsible for data entry and accounting of branch utility bills and vehicle gasoline, reviewing for errors in billing and tracking the maintenance of all gas, electric, outside lights, water and sewage usage.
• Analyzes cost and usage of utilities related to CCPL facilities and buildings. Identifies, researches and corrects errors, mid-readings, equipment malfunctions. Contacts utility companies and providers regarding problems and inaccuracies. Enters data into computerized system. Assists with negotiating gas and electric contracts.
• Maintains integrity and security of electronic and hard copy document files, Assists with record keeping of the facility-related incidents and accidents.
• Maintains tracking of required OSHA training and Safety Data Sheets.
• Ensures the integrity of the established key inventory and issues keys to library staff and contractors.

Summary Minimum Education & Experience Required

• High school diploma or GED.
• At least one year of related office experience.

OTHER TESTING/LICENSES REQUIRED

• A criminal background check is required, and pre-employment drug screening.

PHYSICAL DEMANDS AND WORKING CONDITIONS

• Occasional minor discomforts from exposure to less-than-optimal temperature and air conditions. May involve dealing with modestly unpleasant situations, as with occasional exposure to dust, fumes, outside weather conditions, etc.
• Work requires occasional stooping or bending and/or occasional light lifting, such as three or four reams of paper or books (up to 25 pounds).
• Routine discomforts associated with frequent computer use.