Position Closing Date: 12/19/2025

GENERAL SUMMARY

Under limited supervision provides day-to-day oversight and support of facilities, including the areas of projects and maintenance. Ensures and coordinates the processing, accuracy and completeness of all project and maintenance legal contract documentation according to the Ohio Revised Code and Board material. Responsible for coordinating, processing and verifying pay applications, payments, and invoices for contract and maintenance projects. Responsible for oversite of the Computerized Maintenance Management System, ensuring timely completion of work orders. Compiles monthly divisional and annual reports meeting established organizational standards and deadlines. Performs a variety of clerical/accounting functions such as requisition creation, general accounting, accounts payable, accounts receivable and/or various reporting functions. Provides administrative support to the Operations Division. Ensures Division phone calls and maintenance requests are collected, assigned, monitored, and completed. Responsible for coordinating and scheduling Facilities and projects meetings and activities.

JOB REQUIREMENTS

Specific Knowledge, Skills, and Abilities required include:

• Knowledge of Library policies and procedures.
• Knowledge of Ohio Revised Code related to construction practices.
• Knowledge of construction and maintenance services, contract specifications, bid procedures and documentation and reporting requirements.
• Knowledge of construction and maintenance practices and terminology.
• Knowledge of computerized maintenance management systems to input and assign work orders, create preventative maintenance tasks, run reports, identify areas of improvement and implement efficiencies in assignment and completion of work orders.
• Knowledge of OSHA/PERRP policies and procedures consistent with essential functions.
• Knowledge of accounts payable/receivable and/or accounting functions.
• Knowledge and understanding of current library utility contracts. Compile and run reports on utility usage.
• Ability to provide comprehensive customer service, including delivery of accurate, prompt, and courteous assistance, both orally and in writing.
• Ability to demonstrate proficiency in English grammar, spelling, and basic mathematical functions such as addition, subtraction, multiplication, division, percentages, ratios, etc.
• Ability to communicate effectively both orally and in writing.
• 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.
• Skill in operation of modern office equipment such as personal computer, facsimile, copiers, scanners, calculators, and telephones.
• Skills necessary to work courteously and effectively with other staff, vendors and the public.
• Ability to demonstrate proficient use of personal computer software or systems applicable to the essential functions of the job, which may include (but not be limited to) email/calendar software, internet/intranet browsers, word processing, spreadsheets, database software, and various systems or software used by CCPL.

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.
• Performs various tasks to facilitate efficient contract document preparation including preparing and scheduling advertising for bids, communicating with vendors, contractors, architects, etc. and attending bid openings/meetings. Organizes, dispenses, and monitors bid documents to contractors. Creates Board Resolutions as part of project procurement. Create official facility documents including Board Resolutions, letters of regret, letter of award, and similar.
• Ensures that document files for drawings, specifications and contracts are created and maintained. Verifies that contractors submit all required forms and documentation in accordance with contract specifications, i.e., prevailing wage rates, payment requests, affidavits, inspection reports and permits, etc. Prepares and assembles Contract Books in preparation for State audit. Facilitates final drawings and project document delivery in an organized and archived manner. Ensures project is archived appropriately into CCPL’s electronic storage.
• Acts as liaison between department and the public, contractors, vendors, architects, consultants and library staff for project facilitation, meetings, purchase orders, and invoicing. Ensures project team access to construction management systems such as Procore or AutoCad. Work directly with design professionals and contractors in developing project documentation.
• Reviews pay applications and supporting documentation for approval. Verifies project costs including base bid, alternatives, change orders, and retention. Codes payments with appropriate expense account, enters information into applicable software program. Identify and resolve issues with inaccurate project invoices, support documentation, and pay applications. Compiles monthly reports, maintains and updates project budgets, and maintains related records, as directed.
• Provides cost accounting tasks for the department, including tracking, processing, and verifying, purchase orders, requests for purchases, invoices and payments.
• Schedules reservations and set-ups for the Administration meeting rooms. Contacts internal staff, outside organizations and individuals regarding the scheduling of rooms. Ensures rooms have appropriate set-ups and are cleaned and organized before and after meetings/functions.
• Supervises the issuing and safeguarding of keys and keyless entry cards and security number indexes for library staff and contractors. Helps ensure security through close scrutiny and accurate record keeping. Issues keys, keyless entry cards, and security numbers to library staff and contractors. Issues keys, keyless entry cards, and security numbers to library staff and contractors.
• Performs and assigns administrative duties for division and departments such as preparing general correspondence and reports; organizing information, data and agenda for meetings; contacting utility and insurance companies, preparing and organizing bids and contract documentation. Coordinate with energy providers to identify and resolve issues in billing, payment, address changes, and service interruptions.
• Assists Operations Division with cleaning vendors. Maintains inspection scoring history, book drop scheduling and provides support/back-up for contacting cleaning vendors as needed. Provides support and back-up to the Operations Division vendors including pest control, elevator inspections, etc.
• Organizes and maintains electronic and hard copy files of Operations' data and information.
• Maintains the work order system including monitoring workflows and assignments, completion percentages, and identifying gaps in the work order process. Runs monthly reports and identifies trends.

Summary Minimum Education & Experience Required

• High school diploma or GED, plus up to 18 months of education or training beyond the high school level in bookkeeping or related clerical accounting procedures.
• A minimum of two years of experience in maintenance, facilities, construction, or project management support.
• A minimum of two years or more supervising staff.

OTHER TESTING/LICENSES REQUIRED

• A criminal background check is required, and pre-employment drug screens.
• Requires a valid Ohio driver’s license, personal vehicle and in-force automobile insurance, for visiting branches and area functions.

PHYSICAL DEMANDS AND WORKING CONDITIONS

• No major sources of working conditions discomfort, i.e. standard work environment with possible minor inconveniences due to occasional noise, crowded working conditions, and/or minor heating, cooling or ventilation problems.
• 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).
• Occasional minor discomforts from continuous use of a computer terminal.