Maintenance Secretary

Job Title:

Maintenance Secretary

Reports to:

Maintenance Manager

Bargaining Group:
Non-Represented

FLSA Status:
Non-Exempt

Terms of Employment: 260 Working Days; 5 hours per day

Rate of pay $23.75-$26.71/hour depending on experience

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/

Skills:

Proficient keyboarding and file maintenance skills

Proficient skills to update/maintain departmental web page

Proficient knowledge with various software to include:
Outlook, Word, and Excel

Knowledge of correct English usage, grammar, spelling, and punctuation

Basic math skills

Strong communication skills

Experience:

Prior secretarial experience preferred.

Major

Responsibilities and Duties:

Records, Reports, and Correspondence

* Prepare correspondence, memorandums, forms, requisitions, and reports for Maintenance office using personal computer.

* Assist with processing work orders and emergency requests for service.

* Compile pertinent data to prepare various required state and local reports.

* Maintain physical and computerized departmental files on maintenance issues, including preventive maintenance data and work orders.

* Maintain grounds schedules.

* Keep up-to-date files for all department employees including specialized training, certification etc.

* Keep the alarm company updated with contact information.

* Comply with all district policies, as well as state and federal laws and regulations.

* Run work order reports as needed

* Prepare packets for subs as required

* Maintain custodial job runs and building maps

Communication

* Process incoming/outgoing mail.

* Answer incoming calls promptly, professionally, with a friendly attitude. Take reliable, accurate messages, and route them to appropriate staff.

* Answer incoming calls and handle questions and requests that fall within level of responsibility.

* Sub-Calling - calling substitute custodians and maintaining their schedule.

* Maintain positive and cooperative working relationships with colleagues and others.

* Monitor and assign work orders on a daily basis

Accounting

* Enter purchase orders into computer system and process payment authorizations. Keep track of all receipts to match up with monthly statements.

* Compile and report time records or prepare payroll on employees.

Data Entry

* Input all supply and equipment purchase information into computer.

* Process surplus and help with surplus sales

* Input equipment into Preventive Maintenance

Facility Use/Google Calendar

* Coordinate and maintain district wide facilities rentals.

* Train all Custodians/Maintenance Staff to use calendar

* Work closely with District Office, Building Secretaries, and CHS on Google Calendar

* Monitor/update scheduled activities regarding facility use, once paperwork is received from District Office

* Communicate and verify custodial and maintenance needs for facility needs & special events

* report to Business Office as requested.

* Monitor Google Calendar daily

Other

* Order office supplies for department.

* Welcome all visitors and handle their requests or refer them to appropriate personnel.

* Maintain effective rapport and good public relations with general public and handle any problems or concerns in a prompt and courteous manner.

* Maintain a schedule of appointments and make arrangements for conferences and interviews.

* Maintain confidentiality.

* Other duties as assigned.

* Access control card monitoring and checkout

Supervisory Responsibilities:

None.

Equipment Used:

Personal computer, printer, copier, and calculator.

Working Conditions

Hours:

Hours will be set by Maintenance Manager. There may be times when hours will need to be flexed for office coverage.

Mental Demands/Physical Demands/Environmental Factors:

Repetitive hand motions; prolonged use of computer; work with frequent interruptions; work both inside and outside; moderate exposure to extreme temperatures and vehicle fumes.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Nondiscrimination:

The Clarkston School District will provide equal educational opportunity and treatment for all students in all aspects of the academic and activities program without discrimination based on race, religion, creed, color, national origin, age, honorably-discharged veteran or military status, sex, sexual orientation, gender expression or identity, marital status, the presence of any sensory, mental or physical disability, or the use of a trained dog guide or service animal by a person with a disability.

The district will provide equal access to school facilities to the Boy Scouts of America and all other designated youth groups listed in Title 36 of the United States Code as a patriotic society. The following employees have been designated to handle questions and complaints of alleged discrimination:
Harassment, Intimidation, and Bullying (HIB) Coordinator, Thaynan Knowlton, Superintendent, 1294…