Support-District Operations Secretary

Reports to: Executive Director of Operations and Risk Management

Supervises: N/A

Qualifications: High School Diploma or Equivalent

At least 1 year of office experience

Job Goal: Provide support to enhance the smooth and efficient operation of the Office of Operations.

Employment Terms: 12 Months 8 hours per day

7:30 A.M. 4:30 P.M. exclusive of a lunch

Occasionally special arrangements may be made with the

supervisor if the situation warrants. Supervisor approval is required

if the contract day varies.

FLSA Classification: Nonexempt

Evaluation: Annually by Executive Director of Operations

Physical Demands: This is an overview intended for compliance with the ADA it is not an exhaustive list of the duties to be performed. Reasonable accommodations may be made to enable individuals to perform the essential functions of a specific position.

Regular Requirements: Sit for extended periods; twist at the neck and trunk; bend and reach at below and above shoulder level repetitive use of fingers and hands to grasp and/or operate equipment; lift/move up to 15 pounds

Occasional Requirements: Walk reach with hands and arms overhead above shoulder and horizontally; lift/move up to 25 pounds

Visual Requirements: Close color peripheral depth perception ability to adjust focus

Hearing/Speaking Requirements: Adequate to exchange information

Essential Duties and Responsibilities:

1. Provides secretarial support to Executive Director of Operations and Risk Management.
2. Prepares purchase orders for departmental budgets.
3. Assists in preparation of all bond funds building fund and building operations budgets.
4. Must be familiar with schedules for prebid meetings bid dates and locations for pending and current constructions projects.
5. Supports and assists architect and his staff with information and documentation as needed for continuation and completion of bond projects.
6. Provides information assistance and support to contractors subcontractors district staff and community members during construction projects.
7. Assists contractors with payment status inquiries and issues.
8. Maintains updated information for staff and community inquiries related to bond issue projects and timetables.
9. Assists with transfer and dropout reports to the Superintendent and State Department of Education.
10. Assists with preparation of reports for District Board Finance Board of Education and Property Committee meetings which may include reserving meeting room and running financial reports.
11. Collects and compiles all InDistrict Transfers.
12. Handles transfers from outside the school district into Ponca City Schools or requests to transfer from Ponca City Schools.
13. Notifies parents of transfer status.
14. Monitors collects distributes and obtain approvals for any flyers/posters submitted by companies organizations or individuals for distribution to students or employees of the district.
15. Maintains an ongoing file of materials that have been approved for distribution districtwide to students and staff.
16. Maintains calendar of events and process Use of Facilities requests.
17. Processes districts OCR Report Accreditation Report and Ethnicity Report.
18. Attends testing workshops given by State Department.
19. Assists with warehouse surplus items including arranging delivery.
20. Facilitates GED testing agreements with Pioneer Technology Center.
21. Maintains Title IV Safe and Drug Free Incident Reports.
22. Maintains District Attorney Truancy letters.
23. Coordinates District wellness checks.
24. Maintains records of District Inventories Student Accidents District Safety Drills Child Abuse Homeschool/Withdraws and School reports.
25. Keeps name plate current next to employees office or desk at central office.
26. Manage contracts and coordinate contract approvals with the school board and attorneys.

Performs all other tasks as supervisor