Secretary - Director of Operations

Operations Administrative Assistant

Reports To: Director of Operations

Duty Days: 251 days

Wage/Hour Status: Non-Exempt

Pay Grade: AS03

Date Updated: 08/2026

Qualifications:

College hours, high school diploma or GED

Knowledge of basic office software and phone systems

Bilingual (oral and written) in English and Spanish required

Attention to detail and accuracy in work

Strong communication and customer service skills

Ability to maintain emotional stability

Cooperative with district personnel and patrons

Primary Purpose:

Provide administrative and clerical support to the Operations Director, Operations Supervisors and custodial staff by preparing correspondence, maintaining records, coordinating communications, processing documents and assisting with daily operational functions to ensure efficient and effective department operations.

Major Duties and Responsibilities:

1. Serve as translator as needed for Spanish/English language conversion (oral and written).
2. Coordinate communications with departmental personnel.
3. Greet and assist visitors and district personnel.
4. Prepare correspondence for Operations Department.
5. Keep daily log of absentee call-ins for Maintenance and Operations and follow-up on unreported absences and missed punches.
6. Process and maintain all Operations Department personnel files.
7. Initiate requisitions for outside vendors and central warehouse.
8. Input weekly supply requests for all facilities and campuses in Munis.
9. Input department work orders and assign accordingly.
10. Keep daily and monthly reports up-to-date, record and distribute.
11. Assist employees, as needed, with work-related forms and procedures.
12. Assist with insurance meetings and process enrollment forms for Operations Department.
13. Assist workforce with accident forms, first report of injury forms, etc., when necessary.
14. Manage and maintain Operations uniform inventory and distribution and serve as a backup to the Maintenance team.
15. Manage and maintain district cell phone assignments and distribution.
16. Follow department and district policies related to confidentiality, safety and customer service.
17. Other duties as assigned.

Equipment Used:

Personal computer, printer, copier, calculator, fax machine, phone and radio.

Working Conditions:

Ability to work within deadlines and handle frequent interruptions. Ability to handle busy telephones and radio communication. Maintain emotional control under stress. Prolonged use of the computer. Repetitive hand motions. Flexible and cooperative with other school personnel and district patrons. Maintain confidentiality of the department.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.