Facilities and Operations Clerk - Print Shop

Position Type:
Oth Classified Support Person/ Facilities and Operations Clerk

Date Posted:
2/11/2019

Location:
Lawrenceville West

Job Code: Facilities and Operations Clerk - 030250 Standard Hours: 40 Department: Print Shop - 252575 Empl Class: NA Minimum Salary: $24,645.00/Annually

Maximum Salary: $45,192.00/Annually

Scheduled Days: 246

Target Openings:

   License and Certification Qualifications: Valid Georgia driver's license required.

Education Qualifications: High school diploma or equivalent required. Training in graphic arts or a vocational printing curriculum preferred.

Experience Qualifications: Two years experience in an office or clerical environment required. Experience in commercial printing or graphics production preferred.

Skills Qualifications: Knowledge and understanding of common printing concepts including pre-press document preparation, color matching, paper properties selection, 4-color printing, line printing, half-tone printing, and document finishing; ability to learn and demonstrate proficiency with computers in graphics, word processing, and spreadsheets, including Digital Storefront, Adobe InDesign, Illustrator, Photoshop, Microsoft Publisher, Word, Excel, and Lotus Notes; ability to edit electronic files containing text and graphics; knowledge and understanding of work flow, job costing, and billing processes; effective oral and written communication skills; basic understanding of inventory, shipping, and receiving functions; and ability to learn and perform limited tasks within a supply chain management system.

Primary Responsibilities: Assist printing office customers with an understanding and use of available printing services through the Digital Storefront system and provide clerical support for ongoing operations of the Printing Office in the Department of Environmental and Supply Services.

1. Assist printing office customers with understanding and use of available printing services through the Digital Storefront system.
a. Contact or visit local schools and support facilities to discuss current and future printing needs of staff, teachers, and affiliated organizations and provide information on printing office services available to meet those needs while explaining how orders may be placed for those services.
b. Provide direction to new customers on how to obtain access to the Digital Storefront printing request system, either through collaboration with an existing authorized user or through registration and completion of an appropriate training course.
c. Assist new and existing users of the Digital Storefront system, through telephone, e-mail, or direct instruction, with correctly accessing, navigating, and selecting printing services options within the system to create and submit orders for needed printed materials.
d. Conduct training activities for new and existing customers to expand their knowledge of and familiarity with the printing service options available and provide templates of commonly ordered items.

2. Perform customer service functions in support of the Printing Office.
a. Respond to general customer inquiries received by telephone, e-mail, or other means and re-direct highly detailed inquiries to other staff when necessary.
b. Provide updates on the status of work orders or print requests to customers or colleagues as needed.
c. Answer customer questions regarding printing service options.
d. Assist customers in understanding and comparing prices of printing service options and effect of options on total job cost for printing orders in the planning, production, or completed stage.

3. Perform business and accounting related functions in support of the Printing Office.
a. Assist with the update of printing service prices within the Digital Storefront system.
b. Facilitate the submission of a weekly billing electronic file for internal GCPS customers to the Budgets Department for validation and upload into the PeopleSoft system.
c. Create and send invoices to external customers for printing services.
d. Create and submit supply requisitions via PeopleSoft for most items commonly used by the printing office as approved by the Printing Manager.
e. Place telephone and internet orders for other materials needed by the office using a district purchase card as approved by the Printing Manager.
f. Confirm accuracy of invoices for items ordered by the department and complete and submit necessary documentation with correct budget coding for prompt payment, including payments by check request, purchase card, or purchase order.

4. Perform payroll, leave, and other human resources related functions in support of the Printing Office.
a. Input regular and overtime hours from weekly time sheets into the payroll system for part-time and full-time staff as necessary.
b. Input and correctly code leave request hours into the leave system for full-time staff as necessary.

5. Perform clerical functions for the Printing Office.
a. Facilitate the dispersal, recording, and filing of job tickets or similar order tracking devices through all the phases of production and delivery processes as required, including the creation or recording of delivery tickets through the PeopleSoft supply chain management system.
b. Receive, record, process, and file necessary work order documentation from production for billing and key performance data for tracking purposes while entering data into spreadsheets and other data collection documents or systems as required.
c. File invoices, completed work orders, and other documents for the Printing Office as required.

6. Perform reception and other front desk functions in support of the Printing Office.
a. Greet and assist visitors.
b. Answer and direct incoming telephone calls.
c. Review, sort, and distribute incoming mail and other correspondence and sign for incoming parcels.
d. Prepare and send outgoing correspondence and parcels.

7. Operate GCPS vehicles safely in accordance with local, state and national laws, and complete associated tasks such as fueling and checking fluids.
a. Use extreme caution when driving on and around school campuses, being particularly mindful of students, other pedestrians, and vehicles in the area.
b. Check non-roadway areas of campus grounds for potential hazards before driving on them to complete assigned duties.
c. Take proper care of vehicles, reporting all accidents, repair or maintenance needs, and delivering vehicles for scheduled service when required.
d. Obtain supervisory approval prior to making any modifications to vehicles, including any temporary or permanent attachments.

8. Perform other duties as assigned.

Physical Demands:
While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to finger, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. The employee is occasionally required to drive a GCPS motor vehicle to perform routine job duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.