Facilities Secretary

Facilities Secretary

The Facilities Secretary provides confidential administrative and clerical support to the Director of Facilities in the management and operation of the District's buildings, grounds, and physical assets. This position coordinates office operations, maintains departmental records, assists with budget and purchasing activities, processes work orders as necessary, and serves as the primary point of contact for the Facilities Department. The Secretary works collaboratively with district administrators, principals, custodial and maintenance staff, contractors, vendors, and the public to ensure efficient and effective support of the District's facilities operations.

Administrative Support

• Provide confidential administrative support to the Director of Facilities.
• Prepare correspondence, reports, presentations, agendas, meeting minutes, and other departmental documents.
• Maintain the Director's calendar and schedule meetings, appointments, and inspections.
• Answer telephone calls, greet visitors, and respond to inquiries regarding Facilities Department operations.
• Maintain confidential personnel and departmental records.

Department Operations

• Receive, prioritize, and process facility maintenance requests and work orders as necessary.
• Monitor the status of work orders and assist in coordinating maintenance schedules.
• Maintain records of preventive maintenance activities, equipment inventories, warranties, and service contracts.
• Assist with scheduling building use, facility inspections, and contractor access as needed.
• Maintain department filing systems, both electronic and paper.

Purchasing and Budget Support

• Prepare purchase requisitions and purchase orders in accordance with district purchasing procedures.
• Process invoices and verify receipt of goods and services.
• Maintain expenditure records and assist with budget tracking.
• Assist in preparing annual operating and capital budgets.
• Maintain records of departmental purchases, contracts, and vendor information.

Capital Projects Support

• Assist with documentation related to construction, renovation, and capital improvement projects.
• Maintain project files, drawings, specifications, contracts, and project correspondence.
• Coordinate communications with architects, engineers, contractors, and consultants as directed.

Compliance and Recordkeeping

• Maintain records required for state and federal compliance, including life safety inspections, fire alarm inspections, asbestos management documentation, indoor air quality records, playground inspections, and other facility-related regulatory requirements.
• Prepare reports and documentation required by district administration and regulatory agencies.
• Assist in maintaining emergency preparedness documentation.

Communication and Customer Service

• Serve as the primary administrative contact for the Facilities Department.
• Communicate professionally with administrators, teachers, support staff, parents, contractors, and community members.
• Coordinate communication between school buildings and Facilities Department personnel.
• Respond promptly to requests for information and service.

Technology and Data Management

• Maintain departmental databases and computerized maintenance management systems (CMMS), if applicable.
• Prepare spreadsheets, reports, and statistical summaries.
• Maintain card access software and assign credentials.

Other Duties

• Assist with emergency response communications and documentation during weather events or facility emergencies.
• Support departmental projects and initiatives.
• Perform other duties as assigned by the Director of Facilities.

Education

• High school diploma or equivalent required.
• Associate degree in Business, Office Administration, or a related field preferred.

Experience

• Minimum of three (3) years of progressively responsible administrative or executive secretarial experience.
• Experience in facilities management, school administration, municipal government, construction, or public works is preferred.
• Experience with public purchasing, budgeting, or maintenance management software is desirable.

Knowledge, Skills, and Abilities

• Excellent organizational, planning, and…