What are the responsibilities and job description for the Support-District Operations Secretary position at Central Administration Office?
Reports to: Executive Director of Operations and Risk Management
Supervises: N/A
Qualifications: High School Diploma or Equivalent
At least (1) year of office experience
Job Goal: Provide support to enhance the smooth and efficient operation of the Office of Operations.
Employment Terms: 12 Months, 8 hours per day
7:30 A.M. – 4:30 P.M., exclusive of a lunch
Occasionally, special arrangements may be made with the
supervisor if the situation warrants. Supervisor approval is required
if the contract day varies.
FLSA Classification: Nonexempt
Evaluation: Annually by Executive Director of Operations
Physical Demands: This is an overview intended for compliance with the ADA – it is not an exhaustive list of the duties to be performed. Reasonable accommodations may be made to enable individuals to perform the essential functions of a specific position.
Regular Requirements: Sit for extended periods; twist at the neck and trunk; bend and reach at, below and above shoulder level, repetitive use of fingers and hands to grasp and/or operate equipment; lift/move up to 15 pounds
Occasional Requirements: Walk, reach with hands and arms overhead, above shoulder and horizontally; lift/move up to 25 pounds
Visual Requirements: Close, color, peripheral, depth perception, ability to adjust focus
Hearing/Speaking Requirements: Adequate to exchange information
Essential Duties and Responsibilities:
- Provides secretarial support to Executive Director of Operations and Risk Management.
- Prepares purchase orders for departmental budgets.
- Assists in preparation of all bond funds, building fund, and building operations budgets.
- Must be familiar with schedules for pre-bid meetings, bid dates and locations for pending and current constructions projects.
- Supports and assists architect and his staff with information and documentation as needed for continuation and completion of bond projects.
- Provides information, assistance and support to contractors, sub-contractors, district staff and community members during construction projects.
- Assists contractors with payment status inquiries and issues.
- Maintains updated information for staff and community inquiries related to bond issue projects and timetables.
- Assists with transfer and dropout reports to the Superintendent and State Department of Education.
- Assists with preparation of reports for District, Board Finance, Board of Education, and Property Committee meetings which may include reserving meeting room, and running financial reports.
- Collects and compiles all In-District Transfers.
- Handles transfers from outside the school district into Ponca City Schools, or requests to transfer from Ponca City Schools.
- Notifies parents of transfer status.
- Monitors, collects, distributes and obtain approvals for any flyers/posters submitted by companies, organizations or individuals for distribution to students or employees of the district.
- Maintains an ongoing file of materials that have been approved for distribution district-wide to students and staff.
- Maintains calendar of events and process Use of Facilities requests.
- Processes district’s OCR Report, Accreditation Report, and Ethnicity Report.
- Attends testing workshops given by State Department.
- Assists with warehouse surplus items, including arranging delivery.
- Facilitates GED testing agreements with Pioneer Technology Center.
- Maintains Title IV Safe and Drug Free Incident Reports.
- Maintains District Attorney Truancy letters.
- Coordinates District wellness checks.
- Maintains records of District Inventories, Student Accidents, District Safety Drills, Child Abuse, Homeschool/Withdraws, and School Assault reports.
- Keeps name plate current next to employees’ office or desk at central office.
- Manage contracts and coordinate contract approvals with the school board and attorneys.
Performs all other tasks as supervisor
Salary : $16