Facilities/Operations Secretary

POSITION TITLE: Secretary (F&O) REPORTS TO: Facilities & Operation Director DEPARTMENT: Facilities & Operation CATEGORY: Classified


CONTRACT TERM: Twelve Months (12) CLASSIFICATION: Non-Exempt

JOB SUMMARY: Under the direction of the Director of Facilities and Operation, the incumbent will organize, coordinate and manage the clerical activities and communications of a departmental office; perform varied and responsible secretarial duties; serve as confidential secretary to the Director of Facilities and Operations and other staff; and provide specialized assistance and information to staff, students, parents, and others.

RESPONSIBILITIES AND DUTIES:

1. Creates a pleasant and professional atmosphere
2. Practices confidentiality of work-related matters
3. Completes assigned tasks on time and accurately
4. Exercises positive, correct and appropriate conduct with students, staff, parents and community at all times, including courteous, professional telephone procedures
5. Demonstrates initiative and good judgment
6. Remains current in skills necessary for assignments, including technology
7. Possesses thorough knowledge of staff responsibilities within the work site
8. Displays knowledge of proper use of equipment
9. Demonstrates punctuality and regular attendance
10. Communicates effectively, using good grammar
11. Serves as administrative support for maintenance, warehouse, transportation and operations
12. Provides support for reporting all minor and major Facilities and Operations project accounts, including maintaining records of procurements, payments and vendor information
13. Assists in the preparation of the departmental budget as directed
14. Schedules and coordinates arrangements for meetings
15. Provide for administrative support, clerical services for the Transportation Department and Hopi Junior/Senior High School, to include the development and maintenance of a computerized administrative data and information system, receptionist duties, maintenance and distribution of written reports and communications, word processing, typing and other basic office management services.
16. Preparation, collation and distribution of reports, data and information at the direction of the Director of Facilities and Operations
17. Provide other administrative support services at the direction of the Director of Facilities and Operations.
18. Other duties as assigned

KNOWLEDGE AND SKILLS REQUIRED:

1. Knowledge of general school site rules and policy.
2. Knowledge of Governing Board rules of conduct and policy.
3. Skill in communicating orally and in writing.
4. Skill in establishing and maintaining effective working relationships with others, requiring the ability to interact professionally and courteously with students, faculty, staff and the public.

QUALIFICATIONS:

1. AA Degree in Business Administration, Liberal Arts or emphasis on appropriate business subjects, college credits preferred. And/or High School Diploma/GED.
2. Three years of increasingly responsible secretarial and clerical experience involving extensive public contact and financial recordkeeping.
3. Demonstrated competency in office management, computer system operation, typing (minimum of 60 wpm), filing, recording, scheduling, receptionist, recording meeting minutes and proceedings, and other applicable skills required.

PREFERRED QUAILIFICATIONS:

1. Hopi/Indian Preference in employment considered.
2. Valid State Driver Licenses.
3. Valid Arizona Department of Public Safety Fingerprint Clearance Card.
4. Must successfully pass employment background checks within the last five years which include state, federal and local tribe.

INDIAN PREFERENCE POLICY: Hopi/Indian preference in employment will be practiced, in accordance to the Hopi Tribe, "any person who is presently an enrolled member of the Hopi Tribe." Shall mean that in selection process Indian candidates who meet or surpass qualifications for a position shall be given preference for positions established by the Governing Board.

EQUAL OPPORTUNITY EMPLOYER: Within the scope of Indian preference, all candidates will receive consideration without regard to race, color, sex, age, religion, sexual orientation, national origin or other non-merit factors.

REASONABLE ACCOMMODATION LANGUAGE: This agency provides reasonable accommodation to applicants with disabilities. If you need reasonable accommodation for any part of the application and hiring process, please notify this agency. The decision in granting reasonable accommodation will be on a case-by-case basis.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand and talk or hear and sometimes to walk and sit. Occasionally the employee will bend or twist at the neck more than the average person. While performing the duties of this job, the employee may occasionally push or lift up to 50 lbs., such as boxes of books and AV/VCR carts.


WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate to loud. The employee is frequently required to interact with the public and other staff. The employee is directly responsible for the safety, well-being and work of students.