Facilities Management Secretary

Secretary

Under occasional supervision, performs essential functions including secretarial, clerical, custodial paymaster, work order management, emergency call-in receiving and dispatching, and occasional building receptionist duties. Reports to the Facilities Management Environmental Coordinator and Executive Director.

Specific Duties and Responsibilities Essential Functions:

• Receives, reviews and prepares custodial payroll for management approval through the UKG time keeping system.
• Performs Brightly work order system management to ensure compliance with established SOP's
• May conduct receptionist duties by answering the telephone, screening callers, and greeting, announcing or routing visitors.
• Assists supervisor with scheduling of prospective interviews with applicants.
• Composes and types memos, letters and reports for the signature of supervisor.
• Conducts general clerical and secretarial functions, including but not limited to typing, copying and filing documents, processing various forms and applications, collating materials, scheduling appointments and maintaining supervisor's calendar, maintaining records and files, processing mail, ordering supplies, etc.
• Researches, gathers and organizes pertinent data as needed from files and documents in the office or other sources for supervisor's use.
• Conducts bookkeeping tasks associated with the specific position, including receiving, depositing and posting to accounts any funds receipted, and processing purchase orders and accounts payable.
• Receives and responds to inquiries and concerns from the public; refers problems to appropriate staff person for resolution.
• Assists supervisor and other staff persons with special projects as assigned.
• Receives, reviews, prepares and/or submits various records and reports including invoices, requisitions, change orders, travel forms, budget documents, expenditure request forms, payroll records, financial reports, meeting agendas and minutes, special and routine reports, inventory reports, memos, and correspondence.
• Operates a variety of equipment such as a computer, printer, copier, fax machine, binding machine, folding machine, paper shredder, audio-visual equipment, calculator, and telephone; makes arrangements for office equipment maintenance and repair as needed.
• Interacts and communicates with various groups and individuals such as the immediate supervisor, Superintendent, other District administrators and staff, school administrators and staff, co-workers, student aides, students, parents, outside government/business/community agencies, sales representatives, service / repair persons, and the general public.
• Complies with all federal laws, state statutes, Board policies, administrative rules, and directives.

Additional Duties: Performs related duties as required.

Minimum Education and Training Requires vocational/technical diploma in business administration, secretarial science or closely related field supplemented by one year of secretarial experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.