Secretary – Maintenance & Operations

Secretary - Maintenance and Operations

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The Secretary for the Maintenance & Operations Department provides comprehensive administrative, clerical, and financial support to ensure the efficient operation of maintenance facilities and operations services across the district. This position serves as a central point of coordination for work orders, purchasing, budget tracking, accounts payable/receivable, and communication between school sites and district administration.

• Provide direct clerical and administrative support to the Director of Maintenance & Operations and department staff.
• Answer phone calls, emails, and service requests in a professional and timely manner.
• Maintain department calendars, schedule meetings, and coordinate appointments.
• Receive, log, track, and monitor maintenance work orders using district systems.
• Communicate with school administrators and staff regarding work order status and timelines.
• Assist in prioritizing service requests and maintaining accurate documentation.
• Process purchase orders, invoices, check requests, and payment authorizations in accordance with district policies.
• Maintain accounts payable and receivable records for the department.
• Reconcile department accounts and track expenditures against approved budgets.
• Assist in preparing and monitoring departmental budgets.
• Maintain accurate financial records, ledgers, and supporting documentation.
• Prepare financial summaries and reports for the Director of Maintenance & Operations.
• Monitor contracts, service agreements, and vendor payments to ensure compliance and accuracy.
• Maintain organized files for contracts, inspections, permits, compliance records, and financial documentation.
• Support documentation for audits and regulatory reporting requirements.
• Monitor work order and calendar events for scheduling internal and external service providers.
• Additional duties as assigned by the Director of Operations.

• Strong organizational and time-management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and work order management systems.
• Basic understanding of facilities, maintenance, or operations terminology preferred.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.

• A minimum of high school diploma.
• Minimum of 2–3 years of administrative or secretarial experience, preferably in a school district.

• Associate degree
• Bilingual - English and Spanish

This position works 248 days and follows the 12-month employee calendar. Regular workday hours are 7:30 a.m. to 4:30 p.m. Monday through Friday unless otherwise directed by the supervisors.

Director of Operations

Review of applications and interviews will be scheduled as applications are received and selection of a candidate may occur at any time.

Starting Date:
June 2026