Operations Secretary, Class Iv, 12-month - Marshall, United States - Lakeview School District

Description

Serves as confidential secretary to the Director of Operations and provides support to the maintenance and operations department, with some support to the technology department and as facilitator for the school/public being served in communicating information, problem solving and record keeping.

• Serve as Secretary in arranging appointments, processing USPS, Fed Ex and UPS deliveries, taking and screening calls, answering inquiries and composing routine correspondence for Operations.
• Support Director of Technology with scheduling deliveries and correspondence as needed.
• Financial responsibilities include, but are not limited to:
• Request quotes from vendors
• Process credit card statement
• Prepare requisitions and purchase orders
• Process invoices
• Issue check requests
• Maintain department budget and perform budget transfers as needed
• Order custodial, grounds, maintenance supplies.
• Maintain inventory for district and department.
• Order uniforms for Operations staff. (shorts or jeans in the spring; Sweatshirts, shirts, jeans in the fall)
• Forward district emergency needs to appropriate Operations or Custodial staff.
• Coordinate moving, pickup and delivery of various items for the district with the Grounds and Custodial staff. Items may include furniture, educational materials, paper, sports equipment, technology equipment, etc.
• Schedules routine contracted services.
• Department liaison to Human Resources and the District Business Office.
• Notify Human Resources and assist with appropriate paperwork for staff injuries or extended illnesses.
• Assist Human Resources with training for staff to maintain certifications and licenses.
• Maintain certification credits and licensing for Operations staff, including pesticide control, weed control, certified pool operator, plumbing, boilers etc.
• Provide buildings with pesticide notification forms indicating when contracted spraying will be taking place.
• Handle travel arrangements and hotel reservations for Operations staff attending conferences, trainings and seminars.
• Manage an inhouse and community facility use calendar for the district; currently using FMX web program.
• Monitor FMX for conflicts.
• Manage community reservation requests, hold harmless agreements and insurance certificates.
• Assist district personnel with creating permits and resolving conflicts.
• Meet with potential district and community clients to coordinate their needs and set ups.
• Coordinate events with district building supervisors, grounds, maintenance, technology, athletics, privatized snow/ice removal service, privatized lawn care service and custodial personnel.
• Create invoices and process payments for space rentals and maintain a shared spreadsheet with the Business Office.
• Follow up with those rentals that are delinquent in their payments.
• Prepare yearend reports of revenue received and permits held during the school year.
• Work closely with athletic department for field use and maintenance.
• Work with custodial service on event coverages.
• Assist with enabling and disabling building elevators and entrance locks by supplying weekly reservation FMX report to Director of Operations.
• Assist with managing district work order system, currently FMX.
• Maintain current files of blueprints, maps, manuals, vendor contact information, prior history of Operations and Technology purchases.
• Maintain MSDS records for the district.
• Assist with sick & vacation records for department staff.
• First approval of weekly time card and overtime documentation for department staff.
• Process visitor (vendor) temporary use keys for the district.
• Work with building secretaries regarding maintenance vendor schedules in each building.
• Other duties as assigned.

• High School diploma or Equivalent
• Minimum of two years' experience in an educational office environment preferred.

• Strong written and verbal communication, interpersonal, and customerservice skills
• Performs basic mathematical calculations
• Basic bookkeeping skills
• Regular, dependable attendance is a critical performance factor to ensure consistent, high quality customer service and is required
• Ability to prioritize and multitask in a fastpaced environment
• Ability to develop effective working relationships with all students, staff and the school community
• Ability to perform duties with awareness of all district requirements and policies
• Experience working with students in a diverse, multicultural academic setting preferred
• Ability to perform duties of