Building Maintenance & Operations Coordinator

Salary: 115- $45,798.00 minimum salary.

Performs administrative and technical support work for the Building Maintenance & Operations Department, with primary responsibility for coordinating departmental accounts payable and purchasing documentation, payroll and timekeeping records, personnel administration, and records management. Duties include receiving, reviewing, coding, and processing invoices and purchasing documents; compiling and verifying payroll-related information; maintaining confidential employee and departmental records; tracking expenditures and supporting budget reports;

and coordinating administrative matters with the Building Maintenance & Operations Director, department supervisors, Finance and Accounting, Payroll, Human Resources, Procurement, vendors, and other County departments. The position supports the administrative requirements of County facility maintenance and operations, including custodial services, building repairs, utilities, equipment, supplies, service contracts, and work-order documentation. Work is performed in accordance with County policies, established approval procedures, internal controls, and records-retention requirements.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Receives, reviews, codes, and processes vendor invoices for building maintenance, repairs, custodial services, utilities, equipment, supplies, service contracts, and other departmental operating expenses; verifies supporting documentation, including purchase orders, work orders, contracts, approvals, and receiving records, as applicable.

Prepares and processes purchase requisitions, purchase orders, and related procurement documents; confirms that required approvals and account or budget codes are identified; forwards complete documentation to the appropriate County office for processing in accordance with procurement procedures.

Maintains invoice and purchasing records, tracks invoice status and outstanding documentation, follows up on billing discrepancies, and assists with vendor statement reconciliation and payment inquiries.

Collects, reviews, verifies, and submits departmental payroll documentation, including timesheets, attendance records, overtime, leave requests, and other approved payroll adjustments; coordinates with supervisors, Payroll, and Human Resources to resolve missing or inconsistent information before established deadlines.

Maintains departmental records related to employee attendance, leave, onboarding, offboarding, personnel changes, training, certifications, and other employment documentation, as assigned; prepares and routes personnel forms and maintains confidentiality of sensitive employee and compensation information.

Coordinates administrative documentation for recruitment and onboarding activities, including interview scheduling, new-hire paperwork, orientation arrangements, and requests for departmental access, equipment, or supplies; refers employment-policy and personnel decisions to Human Resources or the appropriate supervisor.

Maintains organized electronic and physical files for invoices, purchasing records, payroll submissions, personnel documents, vendor agreements, service contracts, equipment purchases, work orders, and other departmental records; follows County retention, confidentiality, and records-management requirements.

Enters, updates, and verifies information in County financial, payroll, purchasing,…