Reports To:  Executive Director of Facility Services

 

Terms of Employment:  Permanent, 12 Month Position

 

Nature of Work

This position performs secretarial, bookkeeping, and administrative work.  The work involves supervision, coordination, and participating in a variety of clerical, financial, and administrative duties associated with the  Facility Services Department’s office and budgets: to include managing spreadsheets, ordering supplies, organization of invoices, communicating with employees of Facility Services, schools, other departments within the school system and other outside agencies as needed.

 

Qualifications and Licensure

• High School diploma or equivalent, and
• At least 5 years experience in secretarial and office administration, including clerical work, office management and budgets/finance, or
• Completion of an associate’s degree program in office administration or business administration with at least 3 years of experience in secretarial and administrative work, including clerical work, office management, and budget/finance.
• Ability to communicate verbally, in writing, and electronically with others on a daily basis

Duties and Responsibilities 

• Designs, transcribes information, composes letters, memorandums, reports, emails, prepares department forms, spreadsheets, charts, graphs using a variety of computer drive work processing programs, spreadsheet programs, file maintenance and graphics programs.
• Utilizes various computerized software applications to monitor and prepare financial reports as required or requested.
• Ensures that the department maintains all documentation/financial records that are related to all budgetary expenditures.
• Oversees the review of departmental time sheets using computerized software, contacts appropriate personnel to clarify and/or resolve discrepancies and corrects inaccuracies using computerized software to manage employees’ time.
• Creates and maintains documentation to support each project and the necessary auditing update entries are made to the documentations to insure accuracy and timeliness.
• Monitors departments’ expenditures that are in compliance with policies and procedures, while adhering to budget limitations; review availability of funds for requested purchases.
• Prepares financial and statistical; reports necessary to prepare and administer bids for the areas that are covered under the department’s budget. 
• Serves as a liaison between the departments within facilities services, as well as throughout the school system, various school officials and various government departments.
• Works in cooperation with the Executive Director of FacilityServices to create and evaluate the department’s budget.
• Oversees the direct work of office personnel.
• Distinguishes between everyday maintenance needs when other departments and schools communicate the eee or assistance , etc. plumbing, HVAC, electrical, etc.
• Alerts employees of Facility Services of department needs and concerns.
• Answers questions from employees concerning policies, procedures or deadlines; explains the use of records or information.
• Screens and routes materials addressed to  the Executive Director of Facility services according to the content of  the communications; composes response to incoming correspondence and composes letters and memorandums for the Executive Director’s review.
• Performs all other duties as assigned by the supervisor.

Physical Requirements (if applicable)

• Must be able to operate a variety of office equipment.
• Must be able to push, pull, and/or lift up to 25 pounds with assistance.

Special Requirements (if applicable)

• General knowledge of standard office practices, procedures, equipment, and office assistance techniques.  
• General knowledge of district and departmental programs, policies and terminology. 
• Ability to meet the public effectively. 
• Ability to establish and maintain effective working relationships with associates and the general public. 
• General computer knowledge required, preferred experience with Microsoft Office and educational applications.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees of this job.