REPOST* Secretary to the Director of Facilities & Operations

Secretary to the Director of Facilities & Operations

Ideal Start Date: ASAP

About West Chester Area School District:

West Chester Area School District serves more than 12,000 students across 17 schools:  11 elementary, 3 middle, and 3 high schools.  The district covers a 75-square-mile area that includes West Chester Borough and surrounding townships in Chester and Delaware Counties.  The district boasts strong academic outcomes, including a 95% graduation rate, placing it in the top 10–20?percent of Pennsylvania public school districts.  To learn more about strategic initiatives WCASD is leading, please visit Our Initiatives - West Chester Area School District.

Summary:

The Secretary to the Director of Facilities and Operations provides administrative and secretarial support to the Facilities and Operations Management.

Essential Duties and Responsibilities:

This list is intended to be illustrative rather than complete and serves to show major duties and responsibilities and does not express or imply that these are the only duties to be performed by the incumbent in this position. The employee will be required to perform any other position-related duties requested by the supervisor.

• Record and maintain general fund account files to track all facilities and operations purchase orders and expenditures.
• Maintain, track, and prepare operating and utility invoices for signature verification and payment.
• Process and track all procurement card purchases.
• Run departmental financial reports.
• Type Property and Finance Committee items, and other correspondence as needed.
• Assist visitors to the facilities and operations building when the secretary is unavailable.
• Assist with facilities use requests in the absence of the Facilities Use Secretary.
• Contact suppliers in case of emergencies, such as power outages, gas leaks, etc.
• Process and track demand response actions and payments for utilities curtailment.
• Assist with ordering and scheduled pick-ups of dumpsters, recycling, and roll-off containers.
• Order heating oil for District buildings as needed and process the associated invoices.
• Order office supplies for Facilities and Operations.
• Schedule maintenance of copiers and printers for Facilities and Operations.
• Assist Operations Management Team with vendor communications.
• Process, file, and distribute boiler/vessel and elevator certificates.
• Process Chester County Health Department applications.
• File and distribute Chester County Health Department Certificates.
• Mail packages and parcels through DHL, FedEx, UPS, USPS etc.
• Perform other duties as assigned.

Minimum Qualifications:

To successfully perform this position, a person must be able to perform each essential duty satisfactorily. The qualifications and requirements listed below represent minimum levels of educational achievement, training, skill and/or ability necessary.

• High School Diploma.
• Proficient use of verbal and written communication.
• Proficient use of Microsoft applications such as Excel, Outlook, SharePoint, and Word; and others like spreadsheet and word-processing software.
• Proficient use of technology for research and data collection.
• Strong organizational and office management skills.
• Possess effective interpersonal skills with the ability to interface diplomatically with teachers, administrators, supervisors, parents, students, support-staff, and outside professional contacts.

Qualified candidates will be required to use hands to finger, handle or feel objects, tools or controls, and to talk and hear, sit 80% of the day and occasionally be required to stand, walk, stoop, kneel and crouch.  Have specific vision abilities to include close vision, color vision and the ability to adjust focus.  Have the ability to lift and/or move up to 25 pounds and possess effective communication, judgmental, planning and human relations skills, and will be required to work under periods of stress due to the level of the position responsibility.

Reporting Relationships:

• Reports directly to the Director of Facilities and Operations.
• Works cooperatively with other administrators, supervisors, staff, parents and others to perform job responsibilities as outlined.

Terms of Employment:

• This position is a 12 month position (260-262 days).
• This position requires someone to be on site 40 hours a week.
• Salary & Benefits in accordance with the Collective Bargaining Agreement unit of the West Chester Area School District. Group 3A.

Representation:

West Chester Area School District employees fall into the following groups:

• West Chester Area Education Association (Teachers, Instructional Coaches, and Long-Term Substitutes)
• West Chester Area Education Support Professionals Association (Paraprofessionals, Secretaries, Clerks, Technicians, and Specialists)
• West Chester Area School District Act 93 Administrators’ Compensation Plan
• West Chester Service Support Professionals (Facilities and Operations Staff Members)
• Non-Bargaining Members (Supervisory, Technical, and Confidential Employees)

This position is represented by West Chester Area Education Support Professionals Association (Paraprofessionals, Secretaries, Clerks, Technicians, and Specialists). 

Disclaimers and Affirmations

The West Chester Area School District provides equal employment opportunities to all employees and applicants for employment without regard to race, color, age, creed, religion, sex, sexual orientation, ancestry, national origin, disability, pregnancy, marital status, gender identity, or genetic information. Please refer to Board Policy 104 for further information regarding the District's commitment to Nondiscrimination in Employment Practices.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Salary : $27 - $35