Position Description
POSITION TITLE: Secretary II – Maintenance Department
Department: Maintenance
Reports To: Director of Maintenance
SUMMARY:
Provides quality support for maintenance
operations.
ESSENTIAL DUTIES AND
RESPONSIBILITIES:
Other duties may be assigned.
Þ
Transcribes
to correct form various correspondence, reports, notices, and recommendations
related to maintenance department.
Þ
Assists
in gathering, organizing, verifying and maintaining all pertinent data/information
as needed to complete all required reports and records.
Þ
Maintains
budgets and processes requisitions for maintenance department.
Þ
Orders
office and work related supplies as needed.
Þ
Maintains
a regular filing system, as well as any confidential files, and processes
incoming correspondence or other data as instructed.
Þ
Duplicates/photocopies
forms as needed.
Þ
Places
and receives telephone calls and records messages for the maintenance department.
Þ
Processes
work orders in a timely fashion, and appropriately maintains all related
records.
Þ
Notifies
maintenance department leadership of all emergency calls.
Þ
Takes
and stores digital photos as needed.
Þ
Manages
construction and project documents, to include tracking job costs.
Þ
Processes
invoices and utility reports in a timely manner.
Þ
Maintains
and processes time/payroll records in a timely manner.
Þ
Travels
as needed to deliver and/or obtain documents or materials.
Þ
Maintains
an accurate inventory of materials/parts, supplies, and equipment.
Þ
Works
with other staff to develop presentations and training materials.
Þ
Maintains
an appropriate demeanor when dealing with all parties.
Þ
Carefully
guards all confidential information.
SUPERVISORY
RESPONSIBILITIES:
None
QUALIFICATION REQUIREMENTS: To perform this job
successfully, an individual must be able to perform each essential duty
satisfactorily. The requirements listed
below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions.
EDUCATION
and/or EXPERIENCE:
High School Diploma or GED and 4 years
experience; or AA Degree in secretarial science and one year experience; or BS
degree in business education or secretarial science. Must be able to
effectively deal with the public and staff both in person and on the phone.
LANGUAGE
SKILLS:
Ability to read and interpret documents such as
safety rules, operating and maintenance instructions and procedure manuals.
Ability to write simple correspondence. Ability to present information in
one-on-one and small group situations to customers, clients, other employees.
MATHEMATICAL
SKILLS:
Ability to add, subtract, multiply, and divide
in all units of measure, using whole numbers, common fractions and decimals.
REASONING
ABILITY:
Ability to deal with problems involving a
variety of concrete variables in standardized situations.
OTHER
SKILLS and ABILITIES:
Valid SC Driver's License. Ability to develop
effective working relationships with staff and the community. Ability to
communicate clearly and concisely.
Ability to perform duties with awareness of all district requirements
and the Board of Education policies.
PHYSICAL DEMANDS: The physical demands
described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
While
performing the duties of this job, the employee is regularly required to sit
and talk or hear. The employee is
occasionally required to stand. The employee must occasionally lift and/or move
up to 10 pounds. Specific vision abilities required by this job include close
vision. Employee must be able to distinguish where a sound is coming from. The
employee frequently communicates through speech.
WORK ENVIRONMENT: The work environment
characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
The noise level in
the work environment is quiet. The employee is continuously interacting with
the public and staff.
The
information contained in this job description is for compliance with the
Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the
duties performed for this position.
Additional duties are performed by the individual currently holding this
position and additional duties may be assigned.