Reports to: Director of Operations Business
School/Department: Operational Support Services Division
Pay Grade: Office Professional/CS5
Wage/hour status: Non-Exempt
Work Days: 226
Created/revised: September 2022
Primary Purpose:
Provides office professional support effectively and efficiently and performs secretarial/clerical duties on tasks that require an understanding of accounting systems, policies, and procedures in processing transactions and related documents associated across all operational areas of the Maintenance & Operations/Energy Management Department.
Qualifications:
Education/Certification:
- High School Graduate or GED.
- Nine (9) hours of business administration coursework or comparable preferred from an accredited college or university recognized by the US Department of Education.
Special Knowledge/Skills:
- Knowledge of a body of standardized regulations, requirements, procedures, and operations associated with maintenance type activities.
- Knowledge of principles and practices of utility review and process and monitoring.
- Skill in operating computer for data entry/information retrieval plus basic office equipment such as copier, fax, scanner.
- Skill in assisting telephone and walk in customers using proper telephone etiquette and customer service techniques in a fast, friendly, and flexible manner.
- Skill in assisting with usual routines and practices associated with a busy, yet productive and smoothly run office.
- Skill in keyboarding, Microsoft Word, Power Point, Excel, Financial systems (Tyler MUNIS preferred), and web based data management systems and software packages.
- Skill in importing data into a tracking system.
- Skill in analyzing activity, troubleshooting, and applying appropriate resolution to problem situation.
- Skill in reviewing data and explaining effectively trends, patterns, or other data interpretations.
- Skill in reconciliation, proofreading, collecting, tabulating, and evaluating data.
- Skill in basics mathematical calculations, data entry, and detailed numerical/clerical work.
- Skill in accurately processing transactions.
- Ability to perform duties with attention to detail, speed, accuracy, follow-through, courtesy, cooperativeness, and work with minimum supervision
- Ability to follow Humble ISD policies and procedures.
- Ability to organize and prioritize tasks and coordinate multiple projects to meet specific deadlines.
- Ability to maintain confidentiality of privileged and sensitive information.
- Ability to maintain professional behavior, appearance, and work ethic to represent the school district in a positive manner at all times.
- Ability to communicate effectively with tact and diplomacy and provide a high level of customer service to customer service to employees, administrators, district officials, co-workers, and outside organizations.
Experience:
- Three years of verifiable secretarial/clerical experience in a professional office setting with bookkeeping exposure.
- School district, college/university, or government setting in a large maintenance department preferred.
- Experience in auditing, accounting, budgeting or comparable environment with preferable experience in utility billing, auditing, and analyzing exposure for a large public or private sector employer helpful.
Major Responsibilities and Duties:
Maintenance & Operations/Office Professional Support:
- Receive and review all district utility bills (electricity, gas and water), including contacting utility companies when necessary to resolve billing issues or possible errors.
- Enter pertinent data for each utility bill into the energy tracking software program
- Review purchase orders, contracts, travel orders, and other claims or commitments against obligated funds.
- Enter data into accounting or other maintenance systems, correct invalid/incorrect entries, and prepare balances to check the status of accounts.
- Review documents such as vouchers, purchase requests, work orders, and contract invoices to verify budgetary account codes and dollar amounts.
- Perform a variety of administration duties involved in contracts; prepare contract change orders in compliance with project specifications.
- Prepare purchase orders for contractors and consultants during design and various project phases; prescribe purchase order functions to ensure that policy and procedure formats are followed; receive and review invoices; authorize payments.
- Track project work in progress and verify project completion; prepare weekly statements of working days for all projects and prepare necessary documentation for closure of projects.
- Prepare, maintain and update a variety of project files, reports and correspondence; prepare notices of completion for projects as needed.
- Prepare and process monthly progress payments and invoices for timely payments; compile data and prepare regular and periodic letters.
- Respond to requests and inquiries from the general public, contractors and other individuals regarding contract compliance issues; provide information within area of assignment.
- Obtain and organize pertinent data as needed and put into usable form for department supervisors
- Handle correspondence such as reports, notices, liens, and communications pertaining to the M&O Department
- Process department requested documents in an organized, accurate, and timely manner.
- Work with campuses regarding scheduling, determine satisfaction and feedback of work performed.
- Work with various other District departments regarding contracts, policy, and required documentation.
- Enter purchasing information into Schooldude.
- Assist with Asset management software and departmental audits.
Records, Reports, and Correspondence:
- Comply with all Board policies and employee handbook policies are followed.
- Prepare correspondence, forms, reports, manuals, and presentations for Energy Manager and other department staff members.
- Compile, maintain, and file all reports, records, and other documents as required.
- Maintain records received and keep files and binders orderly and current.
- Assist in the preparation of department spreadsheets.
- Maintain accurate and up-to-date physical and computerized records.
Communication:
- Maintain a positive and effective relationship with coworkers, supervisor, District officials and employees, vendors, and outside agencies and organizations.
- Provide outstanding customer service.
- Maintain good judgment and decision making when dealing with supervisor, co-workers, District officials and employees, vendors, and outside agencies and organizations.
Other:
- Maintain confidentiality of privileged and sensitive information when received and distributed to appropriate designees as directed by the directors.
- Attend professional growth activities to keep abreast of innovations related to position.
- Maintain an organized work environment.
- Perform other duties as assigned.
Supervisory Responsibilities:
None
Equipment Used:
Computer, printer, copier, telephone, scanner, and fax machine.
Mental Demands/Physical Demands/Environmental Factors:
- Maintain emotional control under stress.
- Able to multi-task and meet deadlines.
- Periodic prolonged and irregular work hours.
- Occasional travel inside and outside of school district boundaries.
- Workload is deadline driven.
- Prolonged use of equipment and computer with repetitive hand motions.
- Offices and office atmosphere may be open, noisy, and hectic with multiple employees working in large open rooms containing two or more desks and equipment.
- Frequent interruptions with employee must be able to focus despite noise level and movement within the office area.
- Requires performing tasks mostly standing, walking, bending, stooping, sitting, pushing, pulling, lifting (up to 30 lbs).
- Occasional prolonged and irregular work hours – flexibility with schedule preferred Frequent contact with parents, general public, and/or district/campus employees Daily attendance and punctuality are essential functions of the job.