Secretary to the Director of Facilities and Operations

Secretary To The Director Of Facilities And Operations

Location: Greater Latrobe School District Position Type: Full-Time, 12-Month Position Approximate Start Date: July 1, 2026 Compensation: Approximately $21.00 per hour. This position is eligible for a full benefits package in accordance with the district's secretarial compensation plan.

Position Summary

The Secretary to the Director of Facilities and Operations provides day-to-day administrative and clerical support to keep the Facilities and Operations Department running smoothly. This role serves as the central hub for the department, handling communications, managing work orders, maintaining facility records, and helping track budgets, purchasing, and safety documentation.

Reports To

Reports directly to the Director of Facilities and Operations.

Essential Functions & Responsibilities

• Main Office Reception: Act as the primary point of contact for the department. Answer phone calls, greet visitors, route messages, and answer routine questions from staff, community members, and outside vendors.
• Work Order Coordination: Log, track, and route daily maintenance and custodial work orders using the district's work-order software. Help keep the Director updated on project completion status.
• Facility Use Scheduling: Coordinate and process applications for community and staff use of district buildings and grounds. Maintain the district-wide facilities calendar and share scheduling details with the Custodial Supervisor for staffing and security purposes.
• Purchasing & Billing Support: Help the Director track spending by preparing purchase orders, processing invoices, verifying deliveries, and maintaining clean financial records for maintenance supplies and utilities.
• Monthly Safety Meetings: Coordinate and schedule monthly District Safety Committee meetings. Prepare and distribute agendas, take detailed meeting minutes, and maintain official records of all safety discussions, action items, and regulatory follow-ups.
• Workers' Compensation Reporting: Serve as the department's point person for workplace injuries. Coordinate the completion of injury reports and promptly submit workers' compensation claims.
• Filing & Record Keeping: Maintain up-to-date physical and digital files for facility operations, including blueprints, equipment manuals, service warranties, contractor bids, and project folders.
• Safety & Compliance Records: Assist in organizing mandatory compliance documents, such as state inspection reports, Integrated Pest Management (IPM) logs, water testing records, and building safety drill logs.
• Department Staff Support: Assist the Director with routine tracking of timesheets, attendance, and required training records for the maintenance and custodial staff.
• General Clerical Duties: Draft routine letters and emails, type up bid specifications, distribute department mail, and handle other office tasks as assigned.
• Clearances & Compliance: Must possess or obtain all required Pennsylvania clearances

Qualifications

High School diploma Demonstrated proficiency with office software (word processing, spreadsheets, presentations), electronic meeting platforms, and digital records management. Excellent written and verbal communication skills, including the ability to prepare professional correspondence and accurate meeting minutes. Strong organizational skills with the ability to manage multiple tasks, meet deadlines, and work independently with minimal supervision. Proven ability to handle confidential information with discretion and to work effectively with board members, administrators, staff, and the public. Willingness and ability to work outside of normal office hours to attend evening board and committee meetings as required.