PRIMARY PURPOSE:
Under minimal supervision, organize the routine activities of the maintenance/transportation
department and provide clerical services to the Director of the Facilities &
Maintenance, Director of Transportation, Energy Specialist, and other staff members.
QUALIFICATIONS:
Education / Certification
High school diploma or GED
Special Knowledge / Skills
Proficient skills in keyboarding, word processing and file management
Excellent communication and interpersonal skills
Basic math skills
Must possess a high level of proficiency in all Microsoft Office products
Ability to use personal computer and software to develop spreadsheets and
databases and do word processing
Ability to analyze information to determine reasonableness and relevance to
other departments
Ability to coordinate many tasks simultaneously
Maintain strict confidentiality
Bilingual Preferred
Experience
Three years of secretarial experience, preferably in a public education environment
MAJOR RESPONSIBILITIES AND DUTIES:
Records, Reports and Correspondence
- Prepare correspondence, forms, manuals, schedules, bid documents and reports for the Director of Facilities & Maintenance and other department staff members, using a computer.
- Receive and process work orders and requests. Determine urgency and dispatch appropriate personnel.
- Maintain a work order board.
- Assist with the input and maintenance of information in the employee database.
- Maintain and assist district personnel with the online district work order system.
- Maintain physical copies of blueprints and make prints from blueprint software.
- Field incoming calls.
- HVAC BAS knowledge and assistance, including but not limited to changing set points as requested, forcing equipment on/off for field techs, checking status of equipment, and scheduling if needed as directed by the Energy Specialist.
- Compile, maintain, and file reports, records, and other documents as required including preventive maintenance data and work orders.
- Maintain files on state mandated testing.
- Maintain project folders.
- Make travel arrangements for the Director and staff as needed.
- Schedule routine training for Director and staff.
- Assist head custodians with administrative functions pertaining to their jobs and staff.
- Assist in preparation of documents for presentation to the Board of Trustees.
- Set up and maintain secure convenience files on all department employees in accordance with state, federal, and district requirements. Coordinate file maintenance schedules with the central office.
Accounting
- Perform routine bookkeeping tasks and maintain department budget records in an accurate manner.
- Prepare purchase orders and payment authorizations as directed.
- Assist with the preparation and maintenance of the Maintenance Department Budget.
- Order office and breakroom supplies for the department.
- Compile and report time records, including leave requests and reports, and prepare payroll on the custodial and maintenance departments.
- Monitor custodial substitute list and arrange for substitutes to work in the event of employee absences.
Other
- Maintain the department website.
- Welcome all visitors and handle their requests or refer them to the appropriate personnel.
- Maintain effective rapport with the general public and handle any problems or concerns in a prompt and courteous manner.
- Maintain activities calendar for Energy Specialist to ensure HVAC systems are available when needed.
- Schedule meetings and appointments and maintain a calendar for the Director and staff.
- Make travel arrangements for the department.
- Receive, sort and distribute mail and other documents to department staff.
- Develop, update and modify files related to the media center of the stadium scoreboard and operate when needed.
- Coordinate with the District Testing Coordinator to ensure pick-up and delivery of secured testing materials.
- Maintain district key cabinet and log.
- Maintain strict confidentiality at all times.
- Attendance is an essential job function.
33. Perform other duties as assigned.
EQUIPMENT USED:
Personal computer, printer, calculator, copier, shredder, binding machine and fax machine.
WORKING CONDITIONS:
Mental Demands/Physical Demands/Environmental Factors
Work with frequent interruptions, maintain emotional control under stress. Repetitive
hand motions; prolonged use of computer. Maintain complete confidentiality at all times.
SUPERVISORY RESPONSIBILITIES:
None
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