Maintenance Secretary, Grounds

Open Until Filled

Effect the efficient operation of office routines and practices associated with a busy, yet productive and smoothly‑run office, contributing its effective part in operation of the Maintenance Department.

Minimum

Education/Certification:

High school diploma or equivalent

Special Knowledge/

Skills:

Strong communication both verbal and written, public relations, organizational and interpersonal skills

Special Knowledge/

Skills:

Minimum 40 WPM typing

Special Knowledge/

Skills:

Advanced use software to develop spreadsheets, databases, and financial applications

Special Knowledge/

Skills:

Maintain and file accurate and auditable records

Special Knowledge/

Skills:

Effective written and oral communication, public relations, organizational and interpersonal skills

Special Knowledge/

Skills:

Work collaboratively with District and School personnel

Special Knowledge/

Skills:

Proficient computer skills and file maintenance

Special Knowledge/

Skills:

Use software to develop spreadsheets, perform data analysis, and do word processing

Special Knowledge/

Skills:

Working knowledge of data processing systems and financial/accounting applications

Special Knowledge/

Skills:

Flexible and able to adjust easily to changes in daily routine and timelines

Special Knowledge/

Skills:

Handle multiple projects and activities simultaneously, and meet deadlines

Special Knowledge/

Skills:

Follow verbal and written instructions

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including prolonged keyboarding & use of a mouse; occasional reaching

Lifting: Lifting and carrying (less than 50 pounds)

Environment: Work with frequent interruptions;
Must maintain professional demeanor under stress;
Must have problem‑solving skills.

Regular attendance is an essential function

Two years of successful experience as a secretary or prior experience in bookkeeping.

• Answers the telephone and two‑way radio and communicate with staff in the field, as needed.
• Enter call‑in work orders into the computer.
• Daily/weekly data entry duties, as assigned.
• Record fuel purchases for fleet vehicles, order fuel.
• Record absentee call‑ins for Maintenance employees.
• Work with Maintenance HR Specialist to process incoming applications and forward to the proper person.
• Record all credit card transactions and produce monthly purchasing log.
• Enter departmental requisitions for supplies and services.
• Update company vehicle and insurance information as changes occur, renew vehicle registrations.
• Work, report vehicle accidents both with police and insurance.
• Work with and assist with record keeping for the Integrated Pest Management (IPM) coordinator(s).
• Scan and enter vehicle and trailer reports.
• Generate reports, notices, memos and other correspondence requested by supervisor.
• Receive incoming telephone calls and record messages.
• Compose business letters as directed by supervisor.
• Follow district safety protocols and emergency procedures.
• Comply with policies established by federal and state laws and regulations, and local board policy.
• Perform other duties as assigned