What are the responsibilities and job description for the Facilities Secretary position at Deming Public Schools?
SECRETARY – Facilities Department
Salary: grade 20 step 1–240-day contract
APPLICATION:
IN-DISTRICT:Letter of interest throughSchool Spring - Applicant Tracking.
OUT-OF-DISTRICT:Complete application through the School Spring - Applicant Tracking
APPLICATION DEADLINE:UNTIL FILLED
REPORTS TO:
Director of Facilities Department
QUALIFICATIONS:
HS Diploma or equivalent
Experience in business office management or equivalent
College hours in business preferred
Bilingual not required but preferred
Experience and knowledge of customer service
JOB SUMMARY
This position provides secretarial support for the operations of the Facilities Department. The Facilities Secretary assists with effective and efficient maintenance needs for the district as well as problem solves issues, enters data, radio dispatches and assists with the continual improvement of the department’s operations.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Provide general secretarial and administrative support to the Facilities Director, supervisors, and department staff.
Serve as the primary administrative contact for the Facilities Department and respond to telephone calls, emails, correspondence, and inquiries from staff, schools, vendors, contractors, parents, students, and members of the public.
Receive, prioritize, document, and route facilities-related requests, concerns, and service calls.
Enter, update, monitor, and close work orders and service requests in the district’s facilities or maintenance management system.
Maintain accurate electronic and paper files, records, reports, logs, schedules, permits, contracts, invoices, purchase orders, and other department documentation.
Coordinate calendars, meetings, appointments, inspections, training, and department events.
Prepare correspondence, memoranda, reports, spreadsheets, presentations, forms, agendas, and other documents.
Assist with the preparation and processing of purchase orders, invoices, requisitions, receipts, contracts, and other financial or purchasing documents in accordance with district procedures.
Track expenditures, purchase orders, invoices, and department accounts and provide information to supervisors as requested.
Assist with vendor and contractor communications, including scheduling services, obtaining documentation, coordinating access, and following up on outstanding requests.
Maintain vendor contact information and other departmental databases.
Assist with scheduling and coordinating maintenance, custodial, grounds, inspections, repairs, deliveries, and other facilities-related activities.
Prepare and distribute work schedules, notifications, reports, and other information to appropriate district personnel.
Assist in maintaining records related to preventive maintenance, inspections, safety requirements, licenses, permits, certifications, and regulatory compliance.
Process personnel-related paperwork and maintain confidential employee records as assigned.
Assist with timekeeping, attendance, leave documentation, and payroll-related information for Facilities Department employees, as assigned.
Compile data and prepare routine and specialized reports for department administrators and district leadership.
Monitor office supplies and equipment and initiate orders as needed.
Maintain confidentiality of personnel, student, financial, and other sensitive district information.
Establish and maintain effective working relationships with school administrators, district employees, vendors, contractors, government agencies, and members of the community.
Provide courteous and professional customer service while addressing concerns and directing issues to the appropriate Facilities Department staff.
Assist with emergency or urgent facilities communications and notifications as directed.
Perform other related duties as assigned.
-Daily entry of maintenance progress reports on related projects.
-Requires completion of all reporting as related to district maintenance issues (water, asbestos, etc.)
-Coordinates with warehouse and maintenance department to order and maintain office equipment and supplies.
-Operate office vehicle on occasions.
KNOWLEDGE, SKILLS, and ABILITIES
The successful candidate should demonstrate:
Excellent attention to detail and accuracy.
Strong organizational and time-management skills.
Ability to prioritize multiple tasks and meet established deadlines.
Strong written and verbal communication skills.
Professional telephone and interpersonal skills.
Ability to use discretion and maintain confidentiality.
Ability to independently perform routine administrative duties while recognizing when issues require supervisory attention.
Ability to learn and effectively use district software, databases, work-order systems, and other technology.
Basic understanding of purchasing, recordkeeping, budgeting, and administrative procedures.
Ability to work cooperatively with individuals from diverse backgrounds and with varying levels of technical knowledge.
Ability to remain calm, courteous, and professional when responding to urgent requests or difficult situations.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of people.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid New Mexico Driver’s License. Driving record acceptable to the district for insurance purposes.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel, and talk or hear. The employee is required to stand, walk, and reach with hands and arms. The employee must lift and/or move up to 50 pounds. Specific
vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions
WORK ENVIORMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee regularly works in inside environmental conditions. The employee frequently works with a video display terminal for prolonged periods. The noise level in the work environment is usually moderate.
THE DEMING PUBLIC SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, NATIONAL ORIGIN, RELIGION, AGE, SEX, MARITAL STATUS OR HANDICAP IN COMPLIANCE WITH FEDERAL AND STATE LAWS