Maintenance Secretary, Grounds

Open Until Filled

PRIMARY PURPOSE: Effect the efficient operation of office routines and practices associated with a busy, yet productive and smoothly-run office, contributing its effective part in operation of the Maintenance Department.

QUALIFICATIONS:

Minimum Education/Certification:

High school diploma or equivalent

Special Knowledge/Skills:

Strong communication both verbal and written, public relations, organizational and interpersonal skills

Minimum > 40 WPM typing

Advanced use software to develop spreadsheets, databases, and financial applications

Maintain and file accurate and auditable records

Effective written and oral communication, public relations, organizational and interpersonal skills

Work collaboratively with District and School personnel

Proficient computer skills and file maintenance

Use software to develop spreadsheets, perform data analysis, and do word processing

Working knowledge of data processing systems and financial/accounting applications

Flexible and able to adjust easily to changes in daily routine and timelines

Handle multiple projects and activities simultaneously, and meet deadlines

Follow verbal and written instructions

Work Conditions:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including prolonged keyboarding & use of a mouse; occasional reaching

Lifting: Lifting and carrying (less than 50 pounds)

Environment: Work with frequent interruptions; Must maintain professional demeanor under stress; Must have problem-solving skills.

Regular attendance is an essential function

Minimum Experience:

Two years of successful experience as a secretary or prior experience in bookkeeping.

MAJOR RESPONSIBILITIES AND DUTIES:

1. Answers the telephone and two-way radio and communicate with staff in the field, as needed.
2. Enter call-in work orders into the computer.
3. Daily/weekly data entry duties, as assigned.
4. Record fuel purchases for fleet vehicles, order fuel.
5. Record absentee call-ins for Maintenance employees.
6. Work with Maintenance HR Specialist to process incoming applications and forward to the proper person.
7. Record all credit card transactions and produce monthly purchasing log.
8. Enter departmental requisitions for supplies and services.
9. Update company vehicle and insurance information as changes occur, renew vehicle registrations.
10. Work, report vehicle accidents both with police and insurance.
11. Work with and assist with record keeping for the Integrated Pest Management (IPM) coordinator(s).
12. Scan and enter vehicle and trailer reports.
13. Generate reports, notices, memos and other correspondence as requested by supervisor.
14. Receive incoming telephone calls and record messages.
15. Compose business letters as directed by supervisor.
16. Follow district safety protocols and emergency procedures.
17. Comply with policies established by federal and state laws and regulations, and local board policy.
18. Perform other duties as assigned