Administrative Secretary to the Coordinator of Maintenance

HOURS ARE FROME 7:00 AM- 3:00 PM WITH SOME FLEXIBILITY.

Roswell Independent School District

Job Description

Job Title: ADMINISTRATIVE SECRETARY FOR COORDINATOR FOR MAINTENANCE

Reports To: COORDINATOR FOR MAINTENANCE and MAINTENANCE/CUSTODIAL SUPERVISORS

General Job Description:

Working under general supervision provide administrative support to the Coordinator for Maintenance and Maintenance/Custodial Supervisors. Perform dispatching troubleshooting and maintenance with computer platforms. Assist with general department functions as needed.

Essential Duties and Responsibilities:

1. Receive and route all District calls related to maintenance of buildings for the purpose of dispatching maintenance/custodial staff including tracking work orders labor hours material purchases etc. for the purpose of payment by business office.
2. Assist supervisor(s) with project management: managing contractors processing bids and purchase orders processing billing filing wage rate decisions.
3. Assign and track substitute custodian assignments as needed.
4. Assist supervisor(s) in setting up appointments for interviews and new hires to include maintenance custodians sub custodians and custodial helpers.
5. Effective communication skills in person and through the use of technology.
6. Assist supervisor in tracking mechanical and vehicle maintenance including verification of vehicle fuel tickets to submit to business office for payment.
7. Prepare and receive shipments for the district including receiving shipments in the absence of warehouse personnel.
8. Enter billing for utilities on computer platform for all utilities including water gas sewer propane electric.
9. Perform general office duties i.e. office memos and e-mails purchase orders maintaining office files process employee time sheets process and track employee workers compensation claims leaves and absences.
10. Compile and process uniform orders in accordance with the CWA contract on an annual basis for all maintenance and custodial personnel. Process uniform orders for employees (such as new hires or transfers) throughout the year as needed.
11. Assist district employees with the functions of the department including ordering supplies requesting work orders training users and assisting in troubleshooting problems.
12. Track maintenance and custodial licenses and certifications including scheduling renewals CEUs Annual School Safe Training Videos and other required classes or trainings.
13. Assist supervisor(s) in tracking District inventory relative to transfer and deletion of items and assigning inventory numbers.
14. Assist supervisor(s) to prepare and maintain bid packets and requests for proposals for District warehouse items and blanket purchase orders for maintenance department.
15. Maintain and process district building keys i.e. school buildings employees and temporary keys for non-employees using school buildings.
16. Follow District policies and administrative rules and regulations.
17. Handle information that is confidential regarding personnel and labor relations issues.
18. Keep supervisors aware of communications from the buildings.
19. Maintain computer documentation of completed or pending work orders.
20. Issue purchase order numbers receive purchase orders and maintain purchase order list.
21. Prepare periodic reports and meet established time deadlines on all reports.
22. Maintain files and documentation.
23. May be required to deliver or pick up materials.
24. Maintain confidentiality with sensitive matters.
25. Be flexible and able to prioritize tasks and maintain accurate and detailed records.
26. Report to work on time and work no less than 7 hours per day.
27. Work independently with very little supervision.
28. May be required to perform other related duties/functions as assigned by your supervisor.

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Roswell Independent School District

ADMINISTRATIVE SECRETARY TO THE COORDINATOR FOR MAINTENANCE (CONTD)

Supervisory Responsibilities:

None

Qualifications:

1. High School diploma or GED.
2. Three years experience in a clerical position at least one of which should have been in an educational environment.
3. Valid Drivers license and Car Insurance.

Physical Requirements:

Sitting standing lifting and carrying (up to 40 pounds) climbing stairs reaching squatting kneeling having full mobility of fingers/hands and moving light furniture may be required unless ADA accommodations have been mutually agreed on and does not create an undue hardship upon the district.

Safety and Health:

Knowledge of universal hygiene precautions (blood borne pathogens body fluids etc.)

Equipment/Material Handled:

Must know how to properly operate or be willing to learn to operate multi-media equipment including current technology as needed.

Work Environment:

Must be able to work within various degrees of noise and temperature. Interruptions of work are routine. Flexibility and patience are required. Must be self-motivated and able to complete job assignments without direct supervision. After hours work may be required. May require making site/school visits. May work under stressful conditions on occasion.

Terms of Employment:

Salary and work year to be established by the Board.

Required Experience:

IC