Maintenance Secretary

TAZEWELL COUNTY PUBLIC SCHOOLS POSITION DESCRIPTION

JOB TITLE :


Secretary/Bookkeeper


LOCATION :


Maintenance Department/ Central Office


JOB CATEGORY :


Support


PAY GRADE:


Secretary/Bookkeeper


FLSA STATUS :


Non-Exempt


IMMEDIATE SUPERVISOR :


Building and Ground Manager

GENERAL DEFINITION AND CONDITIONS OF WORK

Secretary/ Bookkeeper - Serve as receptionist/secretary for the Maintenance Department and maintain a professional and pleasant atmosphere for visitors, job applicants and individuals with a confidential and pleasing attitude.

ESSENTIAL FUNCTIONS/TYPICAL TASKS

Secretary/Bookkeeper

• Receives phone calls and directs them to appropriate offices,
• Greets visitors and callers, handles their inquiries, directs them to the appropriate persons according to their needs,
• Completes forms in accordance with company procedures,
• Processes purchase orders/ requisition requests,
• Provides account information to vendors/customers
• Composes and distributes routine correspondence and reports,
• Locates and attaches appropriate files to incoming correspondence requiring replies,
• Copies correspondence and other printed material as requested,
• Distributes incoming mail and other materials,
• Prepares responses to correspondence as requested,
• Processes payroll information accurately and promptly,
• Maintains filing systems for records, correspondence and other materials,
• Transcribes dictation and information as needed,
• Researches needed information as requested,
• Coordinates meetings,
• Operates electronic mail systems to coordinate the flow of information both internally and with other organizations,
• Provides account infoarmtion to customers/vendors,
• Maintains maintenance and custodial personnel records,
• Initiates any secretarial tasks as needed,
• Attends work regularly,

• Observes established and accepted work practices and procedures in accordance with Tazewell County School Board policy,
• Other duties as assigned by the Building and Grounds Manager

KNOWLEDGE, SKILLS AND ABILITIES

General knowledge of school functions, policies and locations; ability to effectively assist visitors, job applicants and parents; ability to give general information concerning school activities, meetings and policies; ability to deal with verbal abuse on the phone and disgruntled visitors.

Possess knowledge of secretarial skills and have the ability to perform proficiently; computer skills; liaison between visitors and administrative staff.

General knowledge and experience in bookkeeping; ability to quickly adapt to new working environments; willing to follow instructions; multi task person; ability to be a group leader in a group learning session

EDUCATION AND EXPERIENCE

High school diploma or equivalent

SPECIAL REQUIREMENTS

High School graduate with secretarial skills Experience as a secretary and bookkeeper


Possess current driver's license

PHYSICAL DEMANDS/REQUIREMENTS

Work requires constant repetitive motions. Good vision


Constant phone conversations with school employees and vendors to request appropriate paperwork to pay bills.

Constant sitting, stooping, crouching, reaching, climbing, going up and down stairs to research statements and bills received that might be from current to previous school years, which also requires pulling, lifting and tugging on boxes to find appropriate paperwork.

Bending and lifting up to 25 pounds.

EVALUATION

Building and Grounds Manager