Lead Office Support- Maintenance

POSITION DESCRIPTION

POSITION PURPOSE:

Under general supervision, the Lead Office Support performs a variety of clerical, secretarial, and general office assistance duties that involve the support of an office operation, program, or work group. Work may include providing direct support to an administrator or administrators. Work involves typing and processing correspondence, reports, forms, and other materials related to the department. The Lead Office Support is responsible for screening and routing materials according to content as well as handling a variety of inquiries in person, electronically, or by phone. In general, the Lead Office Support is expected to resolve problems independently and use good judgment in determining which problems require the intervention of the department Director.

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES

• General knowledge of the operations of the department
• General knowledge and ability to use correct grammar, spelling, and punctuation
• General knowledge of modern office practices
• General knowledge of elementary-level mathematics and use of a calculator
• General knowledge of common word processing, spreadsheet, and file maintenance programs
• General knowledge of the principles of organization and administration
• Ability to transcribe information and prepare standardized forms, letters, and reports from that information
• Ability to operate common office machines
• Ability to process documents such as purchase orders, invoices, etc.
• Ability to sort and distribute documents
• Ability to maintain complete and accurate records and to develop standard reports from those records
• Ability to respond to questions based on considerable knowledge of the department
• Ability to understand and follow oral and written instructions
• Ability to type accurately at a moderate speed
• Ability to establish and maintain effective working relationships as necessitated by work assignments
• Ability to drive to various locations within the school system and in the area

EDUCATION, TRAINING, AND EXPERIENCE

• High School Diploma or GED
• Experience with providing office support
• Experience with ISIS AS400
• Experience with Moodle
• Any equivalent combination of training and experience that provides the required knowledge, skills, and abilities

CERTIFICATION AND LICENSE REQUIREMENTS

• Must possess a valid driver's license issued by the NC Department of Motor Vehicles

PREFERRED QUALIFICATIONS:

• Associate’s Degree or higher from an accredited institution in secretarial science, business, finance, or public relations
• Three (3) to five (5) years serving in an office support position, especially within the particular department

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Answer and respond with a 2-Way Radio and Paging System for Inclement Weather and emergencies, System-wide, as well as contacting selected Maintenance staff over the radio for work orders
• Contact and support the SchoolDude.com work order web-based program
• Set up and train new contacts on the SchoolDude.com work order system
• Approve, assign, and route SchoolDude.com work orders to selected maintenance personnel per trade
• Contact Custodial substitutes for system-wide custodial absentees
• Prepare and maintain timesheets/ISIS AS400 Timekeeper Admin computer records for Payroll and Comp time in ISIS AS400 for Maintenance and Custodial substitutes
• Assist with typing contracts and the processing/typing of requisitions in ISIS AS400
• Assist Maintenance personnel with solving minor computer problems
• Assist Technology with preparing work orders and installation orders for phone line ordering and problems system-wide
• Assist the Director of Maintenance with the review of New Hire applications and the processing of New Hire paperwork
• Prepare, update, and maintain Fixed Asset Inventory for the Maintenance Department (Fixed Asset Coordinator)
• Assist yearly with the bid packet and selection of the Uniform Vendor
• Assist staff with recycling information, needs, purchases, and pickups (Recycling Coordinator System-wide)
• Set up appointments and assist the Uniform Vendor with the fitting of uniforms for Custodians and Maintenance staff
• Assist Webmaster with updates to the Maintenance and Environmental Health and Safety web pages
• Assist the Director of Environmental Health and Safety with reports, memos, phone calls, and daily emails
• Prepare reports for Playground Safety and Accident Summary for the Director of Environmental Health and Safety
• Assist the Director of Environmental Health and Safety with OSHA reporting
• Assist the Athletic Field Specialist by scheduling maintenance for the Middle School Athletic Fields for spring and fall home games
• Attend conferences and classes to develop and maintain knowledge of database management, secretarial procedures, and safety training about the Maintenance Department
• Maintain appropriate databases regarding facility and utility reports, monitor utility expenditures, and prepare annual utility presentations
• Perform additional duties as assigned by the Director of Maintenance

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.

200 E. King St., Hillsborough, NC 27278 Version 11/8/2017