Secretary-Maintenance

Maintenance Secretary

Under minimal supervision, organize and conduct the routine work activities of the maintenance department and provide clerical services to the director of maintenance.

Qualifications

Education/Certification: High school diploma or GED

Special Knowledge/Skills: Proficient keyboarding, data entry, word processing, and file maintenance skills Knowledge of correct English usage, grammar, spelling, and punctuation Knowledge of basic bookkeeping principles Ability to use software to develop spreadsheets, databases, and do word processing Ability to prioritize workflow to address the multiple needs of the supervisor or department Ability to multi-task numerous complex administrative activities Strong organizational, communication, and interpersonal skills

Experience: Three years secretarial experience, preferably in public education environment

Major Responsibilities and Duties

Records, Reports, and Correspondence

1. Prepare correspondence, memorandums, forms, requisitions, and reports for maintenance office using personal computer.

2. Receive and process work orders and emergency requests for service.

3. Compile, maintain, and file all reports, records, and other documents as required including preventive maintenance data and work orders.

4. Set up and maintain secure convenience files on all department employees in accordance with state, federal, and district requirements. Coordinate file maintenance schedules with central office.

5. Prepare and process utility bills for payment.

Phone

6. Answer incoming calls, take messages, and route them to appropriate staff. Handle questions and requests that fall within level of responsibility.

Accounting

7. Perform routine bookkeeping tasks and maintain department budget records in an accurate manner.

8. Order office supplies for department. Prepare purchase orders and payment authorizations as directed.

9. Compile and report time records, approve payroll timesheets and requested days off for employees using Skyward.

Data Entry

10. Input all supply and equipment purchase information in computer.

11. Input staff information in computer.

Other

12. Order office supplies and uniforms for department.

13. Welcome all visitors and manage their requests or refer them to appropriate personnel.

14. Maintain effective rapport with the public and manage any problems or concerns in a prompt and courteous manner.

15. Maintain a schedule of appointments and make arrangements for conferences and interviews.

16. Schedule training classes and make all travel arrangements as needed.

17. Operate and maintain the online work order system.

18. Follow established safety procedures and techniques.

19. Report promptly to the supervisor any accident or illness of staff. Complete and submit Workman's Compensation forms to district office when needed.

20. Other duties as assigned by director.

21. Promote, participate, and facilitate in a teamwork center manner.

22. Complete all forms and send to district office.

Supervisory Responsibilities

None.

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 (less than 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 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.