Position Description
POSITION TITLE: Secretary II – Maintenance Department
Department: Maintenance Date:
1/20/14
Reports To: Director of Maintenance
ESSENTIAL DUTIES
AND RESPONSIBILITIES:
·
Manages
the work order system including processing requests, entering data, customizing
features, creating PM schedules, and producing reports
·
Dispatches
technicians for work requests; provides information and follow-up such as
status, history, and costs to various clientele
·
Processes
all invoices and receipts to include account coding, purchase transaction
recording, and necessary research
·
Creates
purchase and warehouse requisitions; performs receiving of items; assists
technicians and directors in all aspects of purchasing and procurement
according to established codes
·
Maintains
a centralized filing system for physical and electronic files; creates and
updates various documents, reports, templates, forms, and correspondence
·
Provides
reception duties for visitors and callers; distributes messages; prepares and
receives mail and packages
·
Reconciles
employee weekly timesheets, absences, and clock times, and makes necessary
adjustments to complete payrolls
·
Maintains
inventory lists and assists in tool room organization; checks out keys and
equipment
·
Creates
documents, reports, and presentations for department and administrative use to
include content and design with a variety of software
·
Utilizes
building automation systems to identify and troubleshoot HVAC problems
·
Performs
energy management functions through HVAC scheduling, building automation system
monitoring, and utility bill monitoring
·
Data
enters monthly utility costs and consumption; produces reports for district use
and for the state energy office; monitors for problems
·
Creates
new or replacement electronic key cards for all district employees
·
Performs
copy, scan, fax, and print projects and troubleshoots office equipment
·
Maintains
office and custodial supplies and assists with housekeeping
·
Other
duties as assigned
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 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.