PRIMARY PURPOSE :

Ensure the efficient operation of the director’s office and provide clerical services to the department director. Organize and manage the routine work activities of an administrative department office and provide clerical services to the department head and other staff members.

QUALIFICATIONS :

Education / Certification :

High School diploma or GED

Special Knowledge / Skills :

Proficient skills in typing, word processing, and file maintenance

Effective communication and interpersonal skills

Ability to use personal computer and software to develop spreadsheets, databases, and do word processing Microsoft Word, Excel, PowerPoint, Outlook, Skyward, School Dude and other applicable software systems

Knowledge of basic accounting principles

Works cooperatively with others in department and contributes to a positive building culture and climate

Prepares all correspondence, memoranda, and reports for supervisor

Experience :

One to three years of secretarial experience, preferably in a public education environment

MAJOR RESPONSIBILITIES AND DUTIES :

Facility Usage

• Invoices for facility use prepared weekly. If unpaid by next invoice date, send second notice
• Extra event timesheet data is processed and submitted to director for review and then on to payroll.
• Once payment is received, invoices are marked paid. Copy check and file along with paid invoice. All facility use forms and paid invoices are filed according to the month / year the event occurred.
• Stamp check for deposit, fill out deposit slip, code, and take to appropriate bank.

Purchasing

• Communicate with facility staff on needs for facilities and work orders.
• Research and acquire quotes from approved vendors and suppliers.
• Facilitate the requisition process in accordance with purchasing policies.
• Collaborate with the Purchasing Department to expand approved vendors for the District.

Energy

Process purchase orders for a two-month span. Ensure utility bills are sent to the Business Office sufficiently early to not incur late payments.

This is especially important during closures. If bills are due before offices reopen, contact the vendor (utility provider) and request bills early to possibly avoid this situation.

Safety Inspections

• Update spreadsheet monthly of completed training and inspections (inspections conducted quarterly).
• Track problem areas and make sure follow-ups are completed.
• Point out hazards.
• Point out supplies that are needed for safety, reorder as needed / instructed.
• Emergency Contact List updated yearly. Send to pertinent GISD, City, Police and Fire personnel.

New Construction

• Assist in new construction process as needed. Handle calls from lawyers, architects, and engineers. Set up meetings as requested.
• Pay applications once approved by the director, send original to Business Office with PO number listed. File copies in appropriate locations.
• Research vendors and specifications for building projects.
• Assist in documentation of inter-local agreements with city and county governments.
• Obtain and file permits for projects.
• Keep detailed bookkeeping records on budget expenditures.

Records, Reports and Correspondence

• Prepare correspondence, forms, reports, etc.
• Compile pertinent data as needed when preparing various state and local reports.
• Maintain physical and computerized department files
• Maintain energy, safety and facility records as needed.

Reception and Phones

• Schedule appointments and maintain director’s calendar.
• Greet visitors and respond to routine inquiries from staff and public; refer appropriate staff and handle questions from public, outside agencies, and staff.

Accounting

• Perform routine bookkeeping tasks, including simple arithmetic operations for the department.
• Assist with the preparation of purchase orders and payment authorizations.
• Review invoices.
• Review accounts determine any that may need additional funding, transfer funds as directed.
• Prepare budget presentation.

Other

• Follows written and oral instructions and assignments from supervisor.
• Complies with policies established by federal and state laws, regulations, and board policy.
• Review and distribute mail and other documents.
• Prepare agendas and appropriate paperwork for meetings held by the director.
• Maintain calendar for follow-up, making sure all deadlines are met.
• Maintain confidentiality of information.
• Assist other office staff on time management and overflow tasks.
• Coordinate Energy / Safety Awards luncheon.
• Provide updated information to Communications Department for Facilities website.
• Make reservations and travel arrangements for seminars, etc. for director. Enter direct pay for monthly in-district travel expenses for department.
• Set up service calls with vendors; enter PO with estimated cost of work to be done.
• Monitor the office supplies, replenishing as necessary.
• Update acreage / square footage of campuses.
• Monitor and process GISD energy, safety and facility records, compile information in compliance with GISD policy, state, and federal laws.
• Maintains neat and organized work area.
• Follows attendance and punctuality guidelines
• Participates in meetings, trainings, and special events.
• Completes work on time, accurately and demonstrates appropriate job knowledge.
• Other duties as assigned by director.

SUPERVISORY RESPONSIBILITIES :

None

EQUIPMENT USED :

WORKING CONDITIONS :

Mental Demands / Physical Demands / Environmental Factors :

Work with frequent interruptions, maintain control under stress. Requires independent decision-making ability. Repetitive hand motions;

prolonged use of computer.

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.

Last updated : 2024-05-18