Secretary

Secretary IThe Custodial Services Secretary works with the Manager of Custodial Services to assist and support daily operations. He/she assists with shift coverage, coordinates trash and extra trash pulls, and utility logging, helps monitor departmental budgets, assists with radio communications and supports purchasing, playing a crucial part in ensuring smooth functioning of the day to day operations.Qualifications5 years of office management/secretarial experience (desired).High school diploma or equivalentEssential FunctionsDaily Coverage: Monitor and ensure custodial coverage for shifts across all district buildings. Assign shifts as needed to cover absences short or long-term for Custodians, and Substitute Custodians.Substitute Coordination: Contact and assign substitutes, log assignments in the daily report, and track times and locations.New Hires: Assist in coordinating scheduled timeframes for incoming staff training for custodial staff and substitutes.Payroll Support: Review building deviations for accuracy to ensure overtime is recorded correctly across various labor groups including substitutes. Input the custodial overtime needed into Facilities Management SystemFMX. Accurately track and input all payroll data electronically.Purchasing & POs: Initiate and place purchase orders, and pay invoices for furniture, appliances, custodial/maintenance equipment parts, and general supplies.Uniforms: Orders uniforms for custodians, warehouse, and substitutes (including cold-weather gear and gloves) and shoe reimbursement for maintenance, custodial, and warehouse. Assist with ordering and tracking rental uniforms for maintenance.Budget Tracking: In coordination with Custodial Manager, set and adjust custodial supply budgets through Staples; monitor monthly building budgets and assist leadership with overall departmental budget development and cost containment.Utility: Works with Custodial Manager to collect digital utility bills from accounting, electronically archive records, and log usage/billing data into the District's Energy Software (Energy CAP) or internal spreadsheets.IPM: Assist with scheduling our IPM team to investigate pest reports. Contact and schedule Pest Control for stinging insects, termites, rodents, and pests that are out of our team's scope.Waste Management: Point of contact for waste vendors (e.g., Boren Brothers) to schedule extra pickups, order roll-off dumpsters, report missed collections, and request dumpster repairsDepartment Meetings: Assist with organizing for Custodial Meetings and Head Custodian Meetings, including agendas, vendor training schedules, supply gathering, and meal prep.Coverage: Plan and coordinate specialized building coverage for unique calendar events (Election Days, COTA Days, We Days) and distribute required yearly letters.Break Coverages: Assist the Custodial Manager in assigning coverage to the buildings during breaks.Summer Painting: Work with the Maintenance Coordinator and the Custodial Manager to develop a painting schedule for the summer seasonal painting crews.Security: Serve as back-up for Compass Security Program, as needed.Record Keeping: Assist with department handbooks, newsletters, calendars, training logs, and employee records using PowerSchool and other internal systems. Maintain Custodial resource library.Program Support: Provide custodial support for departmental software systems such as FMX, Absence Management, Staples, Public School Works Training, etc.Construction Contracts: Record Keeping: Assist Facilities Director with all aspects of the construction contract related processes, including but not limited to PO's (Requisitions/tracking of,etc.), Invoices (SCview tracking/approval/etc.), Contracts (SCView - filing of/submittal for signature/etc.), Budget(s) (track all costs by budget fund - by PO).Other duties as assigned.Knowledge, Skills and AbilitiesMaturity, composure, warmth, stability, high energy level and the ability to work independently to organize work schedules, set priorities and coordinate the flow of work through the office. Basic working knowledge of maintenance work order systems (currently FMX) and ability to guide others in the basic use of the system.Basic working knowledge of purchasing software (currently SCView/USAS).Proficient working knowledge of Google applications and Microsoft Office (especially Word, Excel and PowerPoint).Proven competence in English composition, grammar, spelling, and punctuation.Typing 60-70 wpm, accurately.Knowledge of modern office practices, procedures and equipment.Advanced skills in bookkeeping and accounting.Excellent oral and written communication skills.Excellent interpersonal skills.Excellent telephone communication skills.Affinity for detail.Ability to maintain absolute confidentiality.Other ConditionsFrequent, repetitive hand use (e.g. writing, typing, use of technology, etc.)Occasional local travel (e.g. attending district-level meetings)Terms of EmploymentWork calendar, salary, and benefits established by the Board of Education.EvaluationPerformance of this job will be evaluated in accordance with the provisions of the Board of Education Policy on Evaluation of Professional Personnel.This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the employee. The employee will be required to follow instructions and perform duties required by the employee's supervisor(s). All staff shall serve as role models for students in how to conduct themselves as citizens and as responsible, intelligent human beings. All staff are expected to comply fully with the Ohio Department of Education and Workforce Code of Conduct for educators. The employee shall remain free of any alcohol or nonprescribed controlled substance abuse or prescribed controlled substance abuse in the workplace throughout his/her employment in the district.Westerville City School District is an Equal Opportunity Employer and complies with all State and Federal Regulations regarding employment.