Administrative Secretary

Administrative Secretary - Facilities Management

Facilities Department

KSP, 12 Month, Range 11 $18.65 - $24.35 per hour

12 Month - Full Time

Scope of Responsibilities

Reports to the Director of Facilities Management. Compiles departmental reports and performs secretarial or other office work in order to maintain a consistent flow of work.

Performance Responsibilities

• Assists the Director, General Supervisor, and Foremen in a variety of office administrative matters.
• Interacts with other departments, administrative officials and personnel, outside contractors, vendors, and architects.
• Is responsible for processing all invoices, pay applications, etc. for timely payment.
• Schedules and runs monthly Munis reports.
• Processes credit card statements monthly.
• Performs office tasks as necessary including stenographic duties, bookkeeping, report-compiling, sorting, filing, reception, and telephone duties.
• Organizes time schedules including scheduling appointments, meetings and structuring yearly activities for the office staff.
• Calls designated people in cases of emergency occurring within the department in the absence of the supervisor.
• Prepares spreadsheets and other factual reports.
• Orders office supplies.
• Invoices for materials used, rentals of leased buildings, etc.
• Keeps clerical records on: custodial and maintenance absenteeism, absence report, pay authorizations, deductions from pay, etc.
• Maintains confidential records.
• Assumes routine office management tasks.
• Performs other duties as assigned.

Minimum Qualifications

• High school diploma or accredited equivalency.
• Keyboarding and computer proficiency.
• 3-5 years of experience working in an administrative-based or facilities office.
• Expertise in streamlining workflows, coordinating, and executing administrative functions with high efficiency.
• Evidence of leadership ability.
• Proficient in the computer software programs utilized in the department.
• Evidence of skill in written and verbal communications.
• Ability to handle confidential material.
• Knowledge of office organizations and management.
• Ability to compile, organize, and prepare accurate written reports.
• Evidence of a desirable work record (low absenteeism, flexibility, good performance).

Desirable Qualifications

• Completion of classes in business administrations, office management, or leadership.
• Excellent organizational and follow-through techniques.
• Working knowledge of various computer software programs.

Please apply online at www.kpsjobs.com

Kalamazoo Public Schools is an Equal Opportunity Employer.