Job Details

Facilities / Maintenance Secretary

Under minimal supervision, organize and conduct the routine work activities of the facilities and maintenance department and provide clerical services to the director of facilities.

Qualifications:

• Education/Certification: High school diploma or GED
• Special Knowledge/Skills: Proficient keyboarding, data entry, word processing, and file maintenance skills Knowledge of correct English usage, grammar, spelling, and punctuation Knowledge of basic bookkeeping principles Ability to use software to develop spreadsheets, databases, and do word processing Ability to prioritize workflow to address the multiple needs of the supervisor or department Ability to multi-task numerous complex administrative activities Strong organizational, communication, and interpersonal skills
• Experience: Secretarial experience, preferably in public education environment

Major Responsibilities and Duties:

• Records, Reports, and Correspondence: Prepare correspondence, memorandums, forms, manuals, requisitions, reports, and presentations for the director and other maintenance department staff. Receive and process work orders and requests for emergency service. Compile, maintain, and file all reports, records, and other documents as required including preventive maintenance data and work orders. Set up and maintain secure convenience files on all department employees in accordance with state, federal, and district requirements. Coordinate file maintenance schedules with central office.
• Phones: Answer incoming calls, take messages, and route them to appropriate staff. Handle questions and requests falling within level of responsibility.
• Accounting: Perform routine bookkeeping tasks and maintain department budget records in an accurate manner. Order office supplies for department. Prepare purchase orders and payment authorizations as directed. Compile and report time records, including leave requests and reports, and prepare payroll on department employees.
• Other: Welcome all visitors and handle their requests or refer them to appropriate personnel. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner. Maintain calendar of department activities and staff schedules and make appointments as required. Make meeting arrangements including arranging and setting up facilities and equipment and preparing materials. Maintain confidentiality of information. Follow district safety protocols and emergency procedures. Other duties as assigned.

Supervisory Responsibilities: None

Mental Demands/Physical Demands/Environmental Factors:

• Tools/Equipment Used: Standard office equipment, including computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Frequent repetitive hand motions; frequent keyboarding and use of mouse
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hours
• Mental Demands: Maintain emotional control under stress; work with frequent interruptions