Secretary, Director of Maintenance

Position Function/Purpose

Facilitate the efficient operation of all of the clerical work that is related to the operation of the work order software within the School Plant Services department.  To maintain appropriate communications with related departments.

Major Responsibilities

1.       Maintain physical and computerized departmental files, including capitol forecasts, preventative data and work orders

2.       Investigate, coordinate and resolve work order issues working directly with campus and maintenance staff.

3.       Document all incoming emergency work orders and route appropriately.

4.       Compile and maintain a status report of the work order system for a monthly report.

5.       Assist with the preparation of purchase orders and payment authorizations.

6.       Daily exporting and importing of information.

7.       Maintain an efficient filing system for paper invoices, shipping tickets etc.

8.       Exercise proper telephone etiquette, take reliable messages, and follow-up on returning of messages.

9.       Use effective people skills to communicate, both oral and written.

10.    Maintain and perform normal clerical operations for the Director of Maintenance

11.    Perform routine bookkeeping tasks, including simple arithmetic calculations, for the department.

12.    Perform varied typing or word processing preparation of correspondence, forms, reports, etc.

13.    Ability to operate multiple software applications.

14.    Must be detail oriented and able to work under tight deadlines with a sense of urgency.

15.    Conducts self in an appropriate manner as a representative of Midland ISD, demonstrates ethical behavior.

16.    Perform other duties and responsibilities as may be assigned by the Director of Maintenance.

Qualification Requirements

Minimum Certification/Education:

1.       High School Diploma or GED

    Special Knowledge/ Skills:

1.       Prior Experience as a Secretary.

2.       Above average computer skills.

3.       Knowledge of and expertise in computer software for spreadsheet, word processing, database, production of report documents, project management, desktop publishing, and electronic mail.

4.       Intermediate to advanced Microsoft Excel Skills (especially functions) V-Lookups, Text to Column, csv file formats.

5.       Strong organizational skills with the ability to manage multiple tasks simultaneously.

6.       Excellent verbal, correspondence, and telephone skills.

7.       Must be able to work in a team environment, anticipate needs and meet campus expectations.

     Minimum Experience:

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

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.  Reasonable accommodations will be made if necessary.  while performing the duties of this job.

1.       Moderate lifting (15-44 lbs.)

2.       Moderate carrying (15-44 lbs.)

3.       Walking

4.       Standing

5.       Repeated bending

6.       Protracted work hours

7.       Specific hearing requirements (telephone)

Regular attendance required.

Equipment used

    1.  Computer

    2.  Printer(s)

    3.  Copier

Work Environment

The environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Normal office environment

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job.  They are not intended to be an exhaustive description of all work requirements and responsibilities.  Additionally, the minimum level of education noted as a requirement could be supplemented by commensurate experience and/or certification(s) as determined by the hiring manager.