Secretary to Director of Facilities

THIS POSITION IS FOR 8 HOURS PER DAY AT 260 DAYS PER YEAR.
PAY FOR POSITION: PSE Salary Schedule Level 10- $ 29.99

If you are a current employee please apply through the Internal link found at the top of this page (this does not include substitutes).

GENERAL SUMMARY

This position serves as secretary to the Facilities Department. Responsibilities include answering the telephone referring emergencies contacting appropriate workers maintaining payroll records work orders purchase orders and inventory record keeping ordering and distributing parts and providing a variety of related services.

ESSENTIAL FUNCTIONS

Depending upon the individual assignment the Secretary to Director of Facilities may perform all or a combination of the following:

1. Maintains and records purchase invoices; identifies and corrects problems and answers questions; codes appropriate account code; checks invoice for receipt of items and accuracy; routes to accounts payable. Prepares purchase orders orders materials and assures delivery or pickup.

2. Answers the telephone; provides information or routes caller to appropriate staff member or office; takes messages; explains work priorities as needed; routes emergency work orders.

3. Prepares and maintains accounting codes and distributes work orders to assigned maintenance workers. Tracks expenditures and inputs data districts WesPac system and records cost. Prepares monthly cost reports and distributes to appropriate department head. Maintains parts inventory room and assists in procuring and distributing parts to maintenance team. Maintains appropriate documentation. Inputs parts and equipment information into the computer.

4. Maintains payroll records for facilities department staff; receives leave slips; compiles information; forwards to payroll office.

5. Serves as secretary to the Facilities Department. Composes formats and types correspondence monthly reports and memoranda; duplicates and distributes materials. Maintains appointment calendar and schedules meetings as needed. Attends meetings copies and prepares materials as needed. Compiles data for reports. Prepares organizes and records data for reports such as purchase orders intrusion alarms asbestos information and impact team accomplishments.

6. Expected to be familiar with and periodically facilitate Facilities Use Online System.

7. Models appropriate and cooperative behavior including protecting confidential information consistent with district ethical guidelines.

8. Maintain a variety of records both physical and computerized on employees and maintenance of all lists for currency.

9. Receive invoices compile information prepare paperwork for accounts payable maintain liaison and resolve problems with the finance department.

10. Maintain account codes for facility department accounts payable process invoices track expenditures maintain account balances and route to accounts payable. Provide purchase order numbers as requested.

11. Compose format and type correspondence reports and memoranda duplicate and distribute information order and maintain a variety of forms needed in department.

12. Track purchasing card receipts for department personnel balance monthly statements attain necessary paperwork and signatures for payment. Authority to sign for director during absence prepare monthly credit and envelopes for all department cardholders.

13. Knowledge of various computer programs to include Microsoft Office Suite knowledge of general offices machines such as fax copier/scanner printer and calculator troubleshoots office equipment. The ability to quickly learn new programs associated exclusively to facilities.

14. Schedule meetings type agenda and meeting reminders take and distribute minutes.

OTHER FUNCTIONS

15. May serve on various district committees and/or departmental work teams.

16. Performs related duties consistent with the scope and intent of the position.

17. May be required to fill facility department subs as needed.

18. May be required to monitor and review work orders for completion.

REPORTING RELATIONSHIPS

Reports to the Director of Facilities.

MENTAL DEMANDS

Experiences frequent interruptions; may occasionally deal with distraught or difficult individuals; requires concentration and attention to detail.

PHYSICAL DEMANDS

Exposed to visual display terminal for prolonged periods of time; dexterity and precision required in the operation of a computer; required to sit for prolonged periods of time.

MINIMUM QUALIFICATIONS

Education and Experience

Education training skills and experience necessary to carry out the assignment including two (2) years of office experience involving records maintenance and customer service.

Allowable Substitutions

Advanced training in business or secretarial procedures may substitute for up to one (1) year of the required experience on a year-for-year basis; and such other alternatives to the above qualifications that the district may find appropriate and acceptable.

Required Knowledge Skills and Abilities

Ability to read write speak and communicate effectively. Knowledge of general secretarial procedures. High-level keyboarding and data entry skills. Skill in operating general office machines. Skill in telephone answering and customer service. Ability to operate a computer and learn the operation of specific software programs including word processing work order management programs. Skill in correct grammar spelling and English usage. Skill in arithmetic calculations. Ability to format and compose correspondence. Ability to set up and maintain an accurate filing system. Ability to attend to detail and follow tasks through to completion. Ability to maintain confidentiality. Ability to organize and set priorities for work. Ability to maintain accurate payroll and accounting records. Ability to establish and maintain effective working relationships with students parents staff and the public.

Licenses/Special Requirements

Requires fingerprinting and background check to determine that there have been no convictions involving physical molestation abuse injury or neglect of a minor. Must complete training in and adhere to district infection control plan.

PSE UNIT AFFILIATION
Secretarial/Clerical

WAGES AND BENEFITS
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Salaries/Wages
Insurance
Retirement Plans
Paid Time Off or Vacation
Paid Holidays
Other Compensation

Non-Discrimination Policy
Bethel School District does not discriminate in any programs or activities on the basis of sex race ethnicity color religion creed national origin sexual orientation gender identity gender expression homelessness immigration or citizenship status disability neurodivergence the use of a trained dog guide or service animal age and honorably discharged veteran or military status and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Compliance / Gender-Inclusive Schools Coordinator Debbie Carlman 253.800.2019; Title IX Coordinator Mel Boyd 253.800.2029; and 504 Coordinator Melissa Munson-Merritt 253.800.2301. All individuals may be reached at this address: 516 176th Street East Spanaway WA 98387. Title IX inquiries may also be directed toward the U.S. Department of Education Office for Civil Rights (OCR). Information about the nondiscrimination and sex-based discrimination policies and grievance procedures and how to report a concern or complaint: .

Application Procedure:
Apply online