Facilities Secretary

Secretary – Facilities Department

Salary: grade 20 step 1–240-day contract

This position provides secretarial support for the operations of the Facilities Department. The Facilities Secretary assists with effective and efficient maintenance needs for the district as well as problem solves issues, enters data, radio dispatches and assists with the continual improvement of the department's operations.

Provide general secretarial and administrative support to the Facilities Director, supervisors, and department staff.

Serve as the primary administrative contact for the Facilities Department and respond to telephone calls, emails, correspondence, and inquiries from staff, schools, vendors, contractors, parents, students, and members of the public.

Receive, prioritize, document, and route facilities-related requests, concerns, and service calls.

Enter, update, monitor, and close work orders and service requests in the district's facilities or maintenance management system.

Maintain accurate electronic and paper files, records, reports, logs, schedules, permits, contracts, invoices, purchase orders, and other department documentation.

Coordinate calendars, meetings, appointments, inspections, training, and department events.

Prepare correspondence, memoranda, reports, spreadsheets, presentations, forms, agendas, and other documents.

Assist with the preparation and processing of purchase orders, invoices, requisitions, receipts, contracts, and other financial or purchasing documents in accordance with district procedures.

Track expenditures, purchase orders, invoices, and department accounts and provide information to supervisors as requested.

Assist with vendor and contractor communications, including scheduling services, obtaining documentation, coordinating access, and following up on outstanding requests.

Maintain vendor contact information and other departmental databases.

Assist with scheduling and coordinating maintenance, custodial, grounds, inspections, repairs, deliveries, and other facilities-related activities.

Prepare and distribute work schedules, notifications, reports, and other information to appropriate district personnel.

Assist in maintaining records related to preventive maintenance, inspections, safety requirements, licenses, permits, certifications, and regulatory compliance.

Process personnel-related paperwork and maintain confidential employee records as assigned.

Assist with timekeeping, attendance, leave documentation, and payroll-related information for Facilities Department employees, as assigned.

Compile data and prepare routine and specialized reports for department administrators and district leadership.

Monitor office supplies and equipment and initiate orders as needed.

Maintain confidentiality of personnel, student, financial, and other sensitive district information.

Establish and maintain effective working relationships with school administrators, district employees, vendors, contractors, government agencies, and members of the community.

Provide courteous and professional customer service while addressing concerns and directing issues to the appropriate Facilities Department staff.

Assist with emergency or urgent facilities communications and notifications as directed.

Perform other related duties as assigned.

Daily entry of maintenance progress reports on related projects.

Requires completion of all reporting as related to district maintenance issues (water, asbestos, etc.)

Coordinates with warehouse and maintenance department to order and maintain office equipment and supplies.

Operate office vehicle on occasions.

The successful candidate should demonstrate:

Excellent attention to detail and accuracy.

Strong organizational and time-management skills.

Ability to prioritize multiple…