Under minimal supervision, organize and conduct the routine work activities of the maintenance department, and provide clerical services to the maintenance coordinator. Organize, review, and submit weekly timesheets for Auxiliary Services to payroll. 

Qualifications:

Education/Certification:
High school diploma or GED
 
Special Knowledge/Skills:
Proficient keyboarding, data entry, word processing, and file maintenance skills
Knowledge of correct English usage, grammar, spelling, and punctuation
Ability to use district programs and software
Ability to work with numbers in an accurate and rapid manner to meet established deadlines
Knowledge of basic bookkeeping principals
Ability to prioritize workflow to address the multiple needs of the supervisor or department
Ability to multi-task numerous complex administrative activities
Strong organizational, communication, and interpersonal skills
 
Experience:
2  years secretarial experience, preferably in public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare correspondence, memorandums, forms, manuals, requisitions, reports, and presentations for the director/coordinator of maintenance when needed.
2. Receive and process work orders and requests for emergency services.
3. Compile, maintain, and file all reports, records, and other documents as required including preventive maintenance data and work orders.
4. Set up and maintain secure convenience files on all department employees in accordance with state, federal, and district requirements. 
5. Perform routine bookkeeping tasks and maintain department budget records in accurate manner.
6. Order office supplies for department. Prepare purchase orders and payment authorizations as directed.
7. Maintain calendar of department activities and staff schedules and make appointments as required. Make meeting arrangements including set up of facilities, equipment, and preparing materials.
8. Receive and process time sheets.
9. Calculate hours worked and report to payroll.
10. Review and Audit absences for Auxiliary Services employees.

Phones

1. Answer incoming calls, take messages, and route them to appropriate staff. Handle questions and requests falling within level of responsibility

Other

1. Welcome all visitors and handle their requests or refer them to appropriate personnel. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.
2. Maintain confidentiality of information.
3. Follow district safety protocols and emergency procedures.
4. Ability to follow other duties as assigned.

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment, including computer and peripherals
Travel:  5% (mainly to and from Administration Building)
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Frequent repetitive hand motions; frequent keyboarding and use of mouse
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hours
Mental Demands: Maintain emotional control under stress; work with frequent interruptions  
Contact:

Eddie Castillo
Auxiliary Services Director
3600 11th Place Extension
Big Spring, TX 79720
432-264-4108