805 - Secretary, Director of Facility Services

QUALIFICATIONS:        

  1. High school diploma or GED;

  2. Fifteen semester hours of college credit with some business orientation or equivalent business school training; or 3 years of general clerical/secretarial experience;

  3. Keyboarding and computer proficiency;

  4. Computation, organizational and communication skills    

REPORTS TO:                   Director of Facility Services  

JOB GOALS:                 

  1. Communicates with school, parents, community, and campus leaders

  2. Maintains budget records; orders supplies

  3. Facilitates office duties and procedures

TERMS OF EMPLOYMENT:  Noncontractual (At-will); Clerical/Technical;   Paygrade 4; Estimated 226 days;   estimated 8 hours daily; wage/hour: nonexempt

MAJOR RESPONSIBILITIES AND DUTIES
 

  1.  

 Verify specification for construction contracts and insurance coverages and confirm compliance with requirements. Follow-up on and resolve any discrepancies.

  1.  

 Assist with receiving and submitting maintenance work orders from all facilities.

  1.  

 Provide secretarial assistance for Coordinator of Maintenance and Custodial Coordinator on as-needed basis.

  1.  

 Assist with development of bid and construction documents.

  1.  

 Prepare Advertisement for Bids and Requests for Qualifications as needed.

  1.  

 Maintains Bid Tabulation documents on construction projects.

  1.  

 Assist with on-site construction closing and documentation.

  1.  

 Maintain Environmental Hazardous Waste Records to assure compliance with Federal regulations.

  1.  

 Maintain district asbestos documents.

  1.  

 Compile pertinent data and prepare reports as required by governmental agencies.

  1.  

 Set and monitor diaries for critical due dates.

  1.  

 Answer phones, receives callers and communications and maintains logs of all communications.

  1.  

 Coordinate communications between the Director of Facilities, design professionals and contractors as needed on District construction projects.

  1.  

 Coordinate schedule of Director of Facilities, including scheduling of meetings, etc.

  1.  

 Maintain files for Facility Services and deed and real property records.

  1.  

 Assist in compiling and analyzing information as needed for Facilities related surveys.

  1.  

 Type all office correspondence; maintains computer files of same.

  1.  

 Prepare payroll reports for Facility Services division; maintains current records of leave days used.

  1.  

 Type and assist in preparation of Facility Services agenda items for board meeting.

  1.  

 Act as a liaison between Facility Services and other employees, campus leaderships, parents, and general public.

  1.  

 Deal with diversity of opinion and handle irate people who are distressed by decisions.

  1.  

 Welcome visitors, promote goodwill of the district.

  1.  

 Comply with directions and instructions from supervisor and perform other tasks and assume such responsible as may be assigned.

   24.

 Maintain positive and cooperative working relationships with colleagues and others int he conduct of district business; demonstrate teamwork in daily activities.
   25. Is prompt, timely, and thorough in completing assignments and attending to details accurately and efficiently.
   26. Is regular in attendance and complies with notification procedure for absences.
   27. Provide complete and accurate information in the conduct of district business.
   28. Maintain confidentiality in the conduct of district business.
   29. Comply with district policies, as well as state and federal laws and regulations.
   30. Adhere to the district's safety policies and procedures.
   31. Participate in staff development training programs to improve job performance.
   32. Participate in meetings and special events as assigned.

 

EQUIPMENT USED:           

            Uses computer, typewriter, printer, fax, calculator, and copier. 

WORKING CONDITIONS:

            Mental  Demands:  Reading; ability to perform basic arithmetic; ability to communicate effectively (verbal and written); maintain emotional control under stress. 

            Physical Demands/Environmental Factors:  Repetitive hand motions; prolonged use of computer.  Works with frequent interruptions. 

The foregoing statements describe the general purposes and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.            5/04 sr