Office Coordinator (Maintenance Department)

Description of Basic Functions and Responsibilities: To assist the Maintenance & Operations Manager in the administration of the department by performing a variety of complex and responsible secretarial and routine administrative support functions to direct and coordinate the work flow and activities processed through the departments office for district support school site needs and state department compliance. Employees in this classification receive limited supervision and operate within the board framework of policies and procedures. Employees in this classification may direct and coordinate the work of other clerical staff in a lead capacity. This job class requires in-depth knowledge of district/site operations and administrative procedures as well as a high level of secretarial skills and functions in a highly independent manner with speed and accuracy.

Typical Duties:

• Acts as secretary/clerical support the Maintenance & Operations Manager; performing a wide variety of complex and responsible clerical and secretarial duties
• Directs and coordinates office personnel; assisting in the performance of a wide variety of the more difficult clerical assignments
• Reviews work of office staff for accuracy and compliance to establish standards and assists in the evaluation of office staff
• Takes and/or transcribes dictation of letters memoranda and other documents
• Acts as receptionist for department screening visitors and phone calls and responding to routine requests.
• Maintains confidential files and appointment schedule for the Maintenance and Operations Manager setting up and arranging meetings and other functions
• Acts as resource person to principals teachers parents staff and the general public regarding general and specific information on the policies procedures and activities of the maintenance department
• Collects necessary information and maintains a variety of logs and records as required both paper and computerized information
• Orders materials supplies and equipment; maintains records of purchase orders invoices and department budgets and inventories and logs same upon arrival
• Maintains records of district employees such as timesheets personnel transactions absences etc.
• Maintains routine bookkeeping records; transferring and depositing budget fund transfers as approved by the Maintenance & Operations Manager
• Assists Maintenance & Operations Manager with gathering/calculating budget requests and preparing reports
• Guides and instructs other employees in their work regarding clerical and computer file information
• Reviews and verifies reports records and other material for accuracy completeness and conformity with established standards
• Composes and types correspondence memos and/or reports on own initiative from marginal notes and/or form oral and written directions
• Compiles reports and other materials requiring the use of independent judgment and knowledge in assembling and categorizing the data
• Uses the computerized work order system to track monitor and inventory work requests and supplies needed in an accurate and timely manner
• Uses/reviews district facility use for scheduling of services and repairs to be completed under the Maintenance Department
• Uses established software programs for the Maintenance Department with speed and accuracy generating accurate reports
• Distributes materials and information to principals teachers and other staff members and ensures timely responses
• Maintains and prepares attendance reports and payroll for permanent and temporary employees

EmploymentStandards (Knowledge and Ability):

• Knowledge of office functions and clerical operations at a high level
• Knowledge of proper office methods and practices including filing systems receptionist and telephone techniques and letter and report writing
• Ability to type accurately at 50 words per minute (minimum)
• Knowledge of correct English usage spelling grammar and punctuation
• Knowledge of basic financial record keeping methods and practices that include computerized programs
• Ability to perform arithmetical calculations with speed and accuracy
• Ability to understand and successfully apply a variety of complex directions to specific situations
• Ability to direct and coordinate the work of other clerical staff
• Ability to train staff in a variety of technical and procedural matters using technology
• Proficient in computer use at a high level using district selected software programs
• Ability to communicate effectively and tactfully in both oral and written form
• Ability to establish and maintain a variety of record keeping reference and data collection systems
• Ability to analyze situations and take appropriate action in a variety of procedural matters without immediate supervision
• Ability to prioritize and coordinate work flow and timelines for self and others
• Ability to operate a variety of office equipment such as calculator transcriber copy machine computer terminal printer with speed and accuracy at a high level
• Ability to maintain confidentiality in the performance of duties
• Ability to establish and maintain effective work relationships with those contacted the performance of required duties

Working Conditions:

Enviromental Conditions:

• Primarily indoor office environment subject to frequent interruptions

Physical Demands:

• Sitting or standing for extended periods of time
• Seeing hearing and speaking to exchange information
• Liftingm carrying pushing and pulling as assigned up to a minimum of 10lbs
• Dexterity of hands and fingers
• Moderate to high stress level

Education and Experience:

• High School Diploma
• Three years of increasing responsible clerical experience

Required Experience:

IC