2023-24 SY Administrative Secretary to Maintenance Department

Position Title: Administrative Secretary to Maintenance
Supervisor: Director of Maintenance
Term of Employment: 12 months
Salary Classification: 11

Job Summary: Performs a variety of moderate to complex administrative and secretarial support functions for a department or program Director and assigned staff.

Essential Functions: as defined under the Americans with Disabilities Act, may include, but are not limited to, the following tasks, duties, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents in this class.

ESSENTIAL DUTIES AND RESPONSIBILITIES generally include the following:

• Maintains calendars, arranges meetings, meeting sites and handles other logistical requirements. Provides and recommends training. Coordinates, schedules, prioritizes and assigns tasks and projects. Establishes performance measures, goals, objectives and priorities. Evaluates work performance. Provides feedback, direction and guidance. Advises personnel of new or revised information, supervises office clerk in maintenance office.
• Performs a variety of clerical, secretarial and administrative functions for department staff. Schedules a variety of meetings, conferences, interviews, in services, workshops, and other activities. Makes travel arrangements and processes financial documents. Drafts and prepares correspondence following directions of supervisor. Maintains schedule of appointments. Sends and receives correspondence and memoranda. Compiles policies and procedures for the District, department or program. Places, screens and forwards telephone calls for the department and supervisor.
• Prepares agendas, presentations and informational packets for Board, in services and committee meetings, training and conferences. Coordinates a variety of ad hoc or special projects, legal issues, fiscal responsibilities and cost analyses for proposed projects. Supervises office assistant.
• Compiles cost analysis related to employee issues. Tracks absences, Industrial injuries, and return to work releases. Maintains and tracks records of funds collected and deposited. Sets up requisitions and purchase orders. Orders, maintains, stores and distributes office supplies. Obtains estimates and arranges orders for printing and copying.
• Schedules interviews, conducts reference checks, processes payroll actions.
• Researches and responds to inquiries from staff, vendors, contract providers, contractors, parents, students and the community. Maintains, updates, and creates files, records and databases for assigned program or department. Processes and monitors a variety of confidential agreements, contracts, and applications.
• Performs other duties as assigned or required.

KNOWLEDGE AND SKILLS:

• Knowledge of applicable Federal, state, county and city statutes, rules, regulations, ordinances and PUSD policies and procedures.
• Knowledge of the principles of customer service, general office operations, business office management, and records and database management.
• Knowledge of the principles of Business English, grammar, spelling and preparation of correspondence.
• Knowledge of the principles of bookkeeping, accounting, and grant fund accounting.
• Skill in reading, interpreting, understanding and applying relevant Federal, state and PUSD rules, regulations, policies and procedures.
• Skill in creating, preparing and managing a variety documents and reports for distribution.
• Skill in assigning and reviewing the work of volunteers and assigned staff.
• Skill in establishing and maintaining effective working relations with co-workers, vendors, students, parents, the general public and others having business with the school district.
• Skill in operating a personal computer utilizing a variety of hardware, software applications and peripheral office equipment.

MINIMUM QUALIFICATIONS: A High School Diploma or GED, AND two (2) years of experience in a professional office; OR any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
OTHER REQUIREMENTS:

• Must be able to pass a fingerprint and background clearance check.
• May be required to work outside normal working hours.
• May be required to possess and maintain a valid Arizona driver license.
• Must be able to keyboard (type) 60 WPM