Secretary to the Directors of Operations and Transportation

Secretary to the Directors of Operations and Transportation

Wage/Hour Status: Nonexempt

Reports to: Director of Operations

Dept./School: Operations

Date Revised: 2/16/2022

Primary Purpose:

Assist with daily operation of operations office and provide clerical services to the director of operations and transportation.

Qualifications:

Education/Certification:

High school diploma or GED

Valid Texas Driver License

Special Knowledge/Skills:

Proficient keyboarding and file maintenance skills

Knowledge of correct English usage, grammar, spelling, and punctuation

Ability to use personal computer and software to develop spreadsheets, databases, and perform word processing

Knowledge of basic accounting principles

Experience:

Three years secretarial experience, preferably in public education environment

Major Responsibilities and Duties:

1. Prepare correspondence, memorandums, forms, requisitions, and reports for maintenance office using personal computer.
2. Compile pertinent data to prepare various required state and local reports.
3. Maintain physical and computerized departmental files, including preventive maintenance data and work orders.
4. Keep up-to-date files for all department employees.
5. Answer incoming calls, take messages, and route them to appropriate staff.
6. Answer incoming calls and handle questions and requests that fall within level of responsibility.
7. Perform routine bookkeeping tasks, including simple arithmetic operations to maintain department budget records.
8. Assist with preparation of purchase orders and payment authorizations.
9. Compile and report time records, including leave requests and reports, and prepare payroll on employees.
10. Input all supply and equipment purchase information in computer.
11. Input staff information in computer.
12. Order office supplies for department.
13. Welcome all visitors and handle their requests or refer them to appropriate personnel.
14. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.
15. Maintain a schedule of appointments and make arrangements for conferences and interviews.
16. Maintain confidentiality.
17. All other duties as assigned.

Mental Demands/Physical Demands/Environmental Factors:

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

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

Motion: Frequent repetitive hand motions; frequent keyboarding and use of mouse

Lifting: Occasional light lifting and carrying (under 15 pounds)

Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hours

Mental Demands: Maintain emotional control under stress; work with frequent interruptions