• JobID: 2465

Position Type:
Secretary 12 Months/Secretary

Date Posted:
5/20/2022

Location:
Administration Center

Date Available:
07/01/2022

Closing Date:
Open Until Filled

Secretary (Building Operations) / District (1.0 FTE)
Class C (AFSCME Wage Scale)
Excellent Benefit Package

Rock Island-Milan School District 41

HUMAN RESOURCES DEPARTMENT

JOB DESCRIPTION

Secretary, Building Operations

POSITION INFORMATION:

POSITION TITLE

Secretary, Building Operations

DATE CREATED or AMENDED

November 16, 2021

DEPARTMENT

Operations

LOCATION

Administration Center

FULL-TIME/PART-TIME

Full-Time

APPOINTMENT TERM

260/days

FLSA: EXEMPT or NON-EXEMPT

Non-Exempt

REPORTS TO: TITLE of POSITION SUPERVISOR

Building Operations Manager

OTHER INFORMATION

AFSCME-Level C

POSITION SUMMARY INFORMATION: Essential Duties and Requirement Details

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Summary:

This position provides secretarial support to the Building Operations Manager (BOM). Responsibilities include preparing requisitions, assisting with the hiring process, communicating with vendors, answering the telephone, and relaying emergency calls; logging, distributing, and tracking work orders; preparing and recording purchase orders; and coordinating work assignments for substitute custodial staff.

Essential Functions and Responsibilities

Administrative:

• Greets visitors, places and receives calls. Provides information or directs the call to an appropriate staff member

• Composes, types, distributes, and files departmental correspondence. Ensures that all documents and records are organized and maintained

• Spice system: Manages the system, assigns work tickets to the appropriate staff member and communicates with technology regarding updates

• Keeps building manuals updated (Asbestos, MSD & lighting books, and general custodian manuals) for each building

• Maintains and updates the database for all custodial positions

• Schedules evaluations

• Monitors communications between operations and the district

• Provides support with the bidding process

Absences:

• Checks Aesop system daily. Keeps track of absences and verifies timesheet with absences and custodial assignments

• Retrieves calls from custodial staff who will be absent; coordinates with appropriate supervisor (1st or 2nd shift) to determine assignments and where to send them

• Assesses problems to determine appropriate referral needed

• Provides support regarding workman comp issues

Hiring:

• Schedules the screening process, ensures all onboarding paperwork is submitted

• Gives a brief new employee orientation and goes over benefit packets, employee handbook, and other required forms

Testing:

Set up testing for applicants applying for maintenance positions

Training:

• Line up vendors for required training, vendors such as Blackhawk College

• Provide communications regarding the training and schedule meeting place for the training. Or researches to find out what has been presented in the past

• Ensures that substitutes have been trained before working in a building

License renewals:

Verify with the vendor(s) to ensure compliance for elevators and boilers. If a license has expired, check with the State to get prior approval if needed

Required Education:

High School Diploma or General Education Degree (GED)

Required Qualifications:

1-2 years’ experience as a secretary or similar clerical work

Certifications, Licenses:

Secretaries are required to take a test and pass with a score that is deemed proficient. Tests are assigned depending on the level of the secretary position

Required Knowledge, Skills, and/or Abilities

Microsoft Office Suite

Google applications

Typing

Organization skills

Ability to multi-task

Ability to operate standard office equipment

Customer Service

District Software

Dependable

Demonstrates diplomacy

Physical Demands:

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level for this position is usually quiet.

Job Type: Full-time