Secretary III - Maintenance Department @ Maintenance
Secretary III - Maintenance Department @ Maintenance
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Job Description
TERMS OF EMPLOYMENT
SECRETARY III
MaintenanceDepartment
8hrs per day/260workdays per year
Shift Time: 6:00 am to 2:30 pm
Shift time is subject to building needs.
POSITION OVERVIEW
This position serves as the vital administrative and operational support hub for the maintenance department responsible for managing communications coordinating service requests and maintaining accurate records and financial documentation. The role requires strong clerical skills including data entry bookkeeping and report generation as well as the ability to independently prioritize and dispatch work orders efficiently. The incumbent acts as a key liaison between maintenance personnel staff and administration ensuring clear communication and smooth workflow through multiple channels including telephone and radio. This position also involves scheduling and coordinating staffing needs managing inventory and purchase orders and assisting with employee timekeeping and orientation. Attention to detail sound judgment and proficiency with specialized software and office systems are essential to support the departments daily operations and contribute to the overall efficiency and effectiveness of maintenance services within the district.
QUALIFICATIONS
- High School Diploma or G.E.D. equivalent and valid Washington State drivers license required.
- Three years of clerical experience which includes use of computer applications and bookkeeping responsibilities; or a combination of education and experience which provides the applicant with the knowledge skills and abilities required to perform the job.
- Knowledge of office practices procedures and equipment.
- Knowledge of general bookkeeping practices and procedures.
- Ability to develop and maintain office procedures and record keeping systems.
- Demonstrated ability to accurately type 50 words per minute. (Test given if no documentation on file.)
- Must have the ability to communicate effectively both orally and in writing.
- Ability to work independently with a high degree of accuracy and attention to detail to meet deadlines.
SPECIFIC QUALIFICATIONS
- Minimum of two years experience as a secretary or a program assistant in a public or private maintenance office preferred.
- Must have consistent history demonstrating ability to use good judgment and to work well under pressure.
- Ability to generate required reports accurately.
- Ability to handle a large amount of information in order to compile records in a correct consistent and orderly
- Ability to understand and execute verbal and written instructions policies and procedures.
- Demonstrated ability to clearly communicate instructions and information to maintenance personnel in the field via radio transmitter.
- Must have consistent work history of establishing and maintaining a cooperative working relationship with staff supervisors co-workers and customers.
- Experience in hiring orientation and scheduling (sub-custodial pool) preferred.
- Must be experienced in processing invoices purchase orders assigning budget codes and our district WESPaC system.
JOB DUTIES AND RESPONSIBILITIES
- Performs receptionist duties by answering routing telephone calls providing assistance and general information by telephone and radio transmitter.
- Generates and distributes standardized reports and letters.
- Daily data entry on work order Maintenance Management System (WebTMA)
- Prioritize schedules and assigns or dispatches requests for service to the appropriate department employees coordinates service for emergency request or special needs by interpreting and applying policies and procedures
- Fills vacancies for regular or temporary employees using established process; provides on-going information and assistance to employees regarding schedules service needs procedures and programs.
- Knowledge of WebCtrl software to check school classroom temperatures and make adjustments when necessary scheduling turning on/off lights etc.
- Assists supervisor in establishing and modifying schedules; routes and staffing to meet the varied service requirements of the district.
- Compile data from daily logs and maintain computer databases and spreadsheets to be used in budgeting and as research and statistical information for administration and school board.
- Prepare and process employee time sheets and absence affidavits to be submitted to the payroll office.
- Organize and coordinate office operations by developing office procedures and policies and establishing recordkeeping system.
- Maintains and monitors department inventory by preparing and processing purchase orders receive goods processes accounts payable and receivable and maintain relating financial records.
- Interprets as needed if an individual possesses multiple language skills.
- Perform other job-related duties as required.
SECONDARY RESPONSIBILITIES
- Assist the maintenance team in the accomplishment of any other assigned duties and tasks.
- Assist with and/or attends classes inservices or other training as required.
TESTING REQUIREMENTS:
- First aid card may be required for specific positions
- Ability to successfully complete the following assessments: Typing (upper Moderately Effective to Highly Effective range)and any department related knowledge/skill assessment.
- Current in-district employees with five (5) or more years of experience in the Moses Lake School District may have the typing test waived at the discretion of the principal/director.
NOTICE OF NONDISCRIMINATION
The Moses Lake School District #161 does not discriminate in any programs or activities on the basis of sex race creed religion color national origin age honorably discharged veteran or military status sexual orientation gender expression or identity disability or the use of a trained dog guide or service animal and provides equal access to the Boys Scouts and other designated youth groups. Inquiries regarding compliance and/or grievance procedures may be directed to the school districts Title IX Civil Rights Affirmative Action and Equal Opportunity officer Michelle Musso 1620 S Pioneer Way Moses Lake WA 98837 ; OR Section 504/ADA Coordinator Samantha Burgess 1620 S Pioneer Way Moses Lake WA 98837 (509) 766- 2670
Employment Type
Full-Time
