Title

School/Building

Number of Openings

URL

Close Date (11:59 p.m. Central)

Name

Title

Email

Phone

Position Start Date

Salary/Wage

Terms/Schedule

Appointment Type

Description

1. Serve as Secretary to the Director of Facilities/Project Manager, Maintenance Supervisor, as well as the Custodial Supervisor and assist in the administration of day-to-day departmental operations.

2. Code Requisition forms with correct accounting codes. Enter and process all purchase orders, blanket purchase orders, and Building and Grounds referendum related purchase orders for the Maintenance Department as well as maintain the records of the status of said purchase orders. Communicate with vendors regarding the issuance of the purchase orders as necessary.

3. Review and prepare invoices for processing by Accounts Payable. Validate pay apps for accuracy, including any change orders.

4. Manage fiscal year close out for the department. Consult with Accounts Payable and the District Controller as needed during this process.

5. Enter correspondence, records, office forms, reports, lists, etc.

6. Compose letters, email notifications and/or other correspondence as necessary.

7. Screen/refer callers and route incoming calls.

8. Assist with recruiting all summer employees for the Maintenance and Custodial Department. Share all information with the HR Department and Payroll. Make sure all department pre-employment documents are complete prior to his/her start date.

9. Establish and maintain computer files, including database, spreadsheets, etc.

10. Collect data, maintain records, and prepare reports, inventories, etc. for the department.

11. Distribute auto insurance cards and forward claim information and estimates to the Business Office.

12. Maintain calendars of maintenance and custodial approved vacation requests. Assist in the documentation of absenteeism. Assist with department scheduling as needed including finding coverage for call-ins, and coverage for the mail run when needed.

13. Organize orientation training for new support staff.

14. Initiate and process uniform orders, as well as orders for other various supplies, maintain records of checked out keys/key cards, blueprints, equipment/assets, etc.

15. Update and maintain the department website, shared Google drive, as well as the Staff Resources section on the district portal.

16. Generate reports on Skyward and process financial account data.

17. Submit all Diggers Hotline requests as well as most private locates (complete the ProPortal training and enter your own tickets).

18. Handle distribution of U.S. mail and other incoming correspondence.

19. Any other job functions as deemed necessary by the Director of Facilities/Project Manager.

Qualifications

1. Proficient in typing and data entry.

2. An Associate’s Degree in an Administrative Professional Program, or an equivalent combination of education and work experience.

3. Demonstrated proficiency in communication (speaking, listening, and writing), language, and mathematical skills.

4. Minimum of two years successful office or secretarial experience.

5. Able to operate a variety of office machines including copiers, scanners, and computer software.

6. Thorough knowledge of current office practices and procedures.

7. Able to interact tactfully, effectively and courteously with staff and others encountered on the job.

8. Able to staff the position during all hours required within the business day.

9. Proficient knowledge and skill in computer word processing, database, spreadsheet programs, Microsoft Office, Google, etc.

10. Able to maintain accurate, detailed, and complete records and prepare appropriate reports.

11. Able to make appropriate authorized decisions in absence of supervising administrator.

12. Self-starter with the ability to multi-task in a positive manner.

13. Ability to establish priorities and meet deadlines.

14. Excellent organizational skills.

15. Ability to maintain confidentiality of all functions.

16. Such other qualifications as the Director of Buildings and Grounds may find appropriate and acceptable.

Additional Requirements