Custodial Services and Facility Rental Clerk (26-27 SY)-Facilities (Anticipated)

Custodial Services and Facility Rental Clerk

To assist with the coordination and processing of all facility use requests for both community members and internal clients. Assist in the effective operation of the Custodial Services department, and provide secretarial support for the Custodial Services and Facility Rental departments.

Minimum Education/Certification:

• High School Diploma or GED
• Educational Aide II or Secretary III Paraprofessional certificate preferred

Special Knowledge/Skills:

• Excellent skills working in the Microsoft Office Suite.
• Excellent communication and customer service skills
• Effective organizational and file maintenance skills
• Ability to work well under pressure
• Ability to work simultaneously on several projects
• Excellent proofreading and writing skills
• Knowledge of budget and accounting principles
• Knowledge of general office equipment
• Ability to learn/use District software systems and operate computers/peripherals using a variety of applications
• Bilingual preferred (English/Spanish)

Minimum Experience :

Three (3) years of clerical/secretarial experience or other equivalent experience or background.

Major Responsibilities and Duties:

• Perform secretarial duties for the Custodial Services and Facility Rentals Manager.
• Receive incoming calls, take reliable messages, schedule appointments, and maintain calendars for the Custodial Services and Facility Rentals Manager.
• Prepare correspondence, requisitions, and reports, including but not limited to data and information for district personnel, patrons, and the public.
• Maintain records of department budget and perform accounting tasks following established district guidelines, including, but not limited to, those related to budget, requisitions, purchase orders, work orders, custodial projects, facility rentals, and the department's travel arrangements.
• Enter online work order requests, electronic mail, and purchase orders as directed by the Custodial Services and Facility Rentals Manager.
• Correlate information and apprise the custodial service department manager and coordinators of meetings and pertinent data.
• Assist in compiling information for preparing various reports for the Custodial Services department required by the State and other agencies.
• Promote goodwill and effective public relations while maintaining confidentiality and loyalty to supervisor and to the school district.
• Secure locations and necessary data and equipment for office and district-wide meetings, including notification of involved persons.
• Monitor, process, and submit personnel payroll reports as required.
• Handle incoming and outgoing mail for the Custodial Services and Facility Rentals Manager.
• Maintain information of and comply with state, district, and school policies or regulations concerning primary job functions.
• Attend district meetings and compile minutes as needed.
• Perform other duties as assigned by supervisors within the line of authority.

Facility Rentals:

• Coordinate under the direction of the Custodial Services and Facility Rentals Manager, facility reservations throughout the district, to include bookings, setup, and breakdown needs, and resolution of date conflicts.
• Manage and utilize reservations and events management software.
• Process payments for facility rentals.
• Process payments for event labor.
• Communicate with all stakeholders regarding client needs.
• Maintain current and accurate files of clients, events, and prepare older files for archiving.
• Generate a weekly calendar of events to distribute to all departments as needed.

Equipment Used: Telephone, computer/peripherals, printers, calculator

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors: Must maintain emotional control and exercise reasoning and problem-solving skills while under stress. Must demonstrate ability to communicate effectively (verbal and written). Should be able to interpret procedures and analyze data for decision-making. Frequent in-district and occasional in-state or national travel. Occasional prolonged and irregular hours.

Safety: Contribute to the prevention of accidents and injuries by observing safety rules and District policy, practicing the principles and skills taught in safety training, wearing personal protective equipment as required, reporting injuries and incidences immediately to supervisor, and being proactive in the ongoing efforts to improve and maintain workplace safety.