Secretary

Title:                         Secretary – Facilities and Maintenance

 1.0 FTE  40 hours per week- 260 day contract

JOB SUMMARY

Under general supervision, performs a wide variety of secretarial/clerical work for the maintenance/facilities department.

ESSENTIAL DUTIES AND RESPONSIBILITES

Employees in this position perform some or all of the following tasks.  Other related duties as assigned.

1. Demonstrate regular and acceptable attendance and punctuality, as set forth in Board policy.
2. Be familiar with and adhere to all relevant District Board policies, administrative regulations, and building rules.
3. Interacts thoughtfully and courteously with students, staff, parents, contractors and community members and resolves conflict in a professional manner.
4. Work independently and cooperatively in teams with other staff members and students.
5. Attend staff meetings.
6. Attends in-service and workshop trainings; applying training to instructional responsibilities.
7. Maintains appropriate certifications and training hours, as required.
8. Completes appropriate logs, forms and paperwork as required.
9. Reports safety, sanitary and fire hazards immediately to supervisor.
10. Reports issues to authorities as necessary, animal control, suspicious activity etc.
11. Performs a variety of administrative tasks, including answering telephones, routing telephone calls or messages to appropriate staff, operating general office machinery, typing, proofreading, filing, sorting, and handling incoming and outgoing mail.
12. Completes a high volume of computer work, using District computer programs to input high volumes of data with speed and accuracy, including confidential data, in an environment with constant interruptions.
13. Completes custodial and maintenance orders.
14. Creates purchase requisitions and seeks clarification from vendors and contractors.
15. Processes and reconciles invoices and ensures accuracy.
16. Maintains an accurate inventory system, receives direct deliveries, and facilitates returns.
17. Acts as primary contact for scheduling all District and facility use rentals.
18. Processes receiving for deliveries and verifies accuracy.
19. Arranges for substitute custodians (through Frontline) and verifies their timesheets and hours worked.
20. Appropriately maintains and secures confidential records and inquiries.
21. Participates in custodial inspections to help ensure the care, cleanliness, and upkeep of District spaces.
22. Coordinate new custodial substitute training.
23. Manages and completes special projects as assigned.
24. Troubleshoots office machinery (copy, fax, postage meter etc.) coordinates maintenance and supply inventory.
25. Complies with applicable District, state, local and federal laws, rules and regulations.
26. Schedules meetings, conferences and programs as required including creating schedules, contacting all invited parties, preparing agendas, confirmation and distributing materials to all parties.
27. Serves as District safety secretary maintaining safety related documentation and safety committee meeting minutes.
28. Maintains school facility records, construction documents and drawings.

QUALIFICATIONS

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 General Education Diploma (GED) and at least one-year related experience in typing, general clerical training or equivalent combination of education and experience.  Ability to accurately enter and retrieve computerized data.  Prior successful experience working in a school or office setting strongly preferred.
• Interpersonal Skills: Works well with others from diverse backgrounds.  Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others’ ideas and contributing to building a positive team spirit.
• Language Skills: Ability to communicate fluently verbally and in writing in English.  Ability to respond to common inquiries or complaints from students, parents, staff, regulatory agencies or members of the community.  Ability to read and interpret documents such as safety rules, operating instructions and procedure manuals.  Ability to prepare general correspondence.
• Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, and common fractions and decimals.  Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• Reasoning Ability: Ability to apply common sense understanding to interpret instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Computer Skills: General knowledge of computer usage and ability to use standard school software, internet software, e-mail, spreadsheets, and word processing software.  Ability to type accurately and proficiently.
• Other Skills and Abilities: Ability to appropriately communicate with students, teachers, parents, and members of the community.  Ability to multi-task and exercise good judgment while working in a dynamic environment.
• Certificates, Licensure, Registrations: Certificates as determined by the district including the ability to obtain a valid First Aid/CPR card and Oregon Driver’s License.

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 talk or hear.  The employee is frequently required to walk, sit, stand, use hands for fine manipulation, handle or feel and reach with hands and arms, and use a keyboard and video display terminal.  The employee is occasionally required to stoop, kneel, or crouch.  The employee must regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, ability to adjust focus and peripheral vision.

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 work environments combine a standard office setting including standard office equipment (fax, copier, phone, computer, 10-key, etc.) in a standard school setting.  The noise level in the work environment is usually low to moderate and occasionally high depending upon student population and activities.  The employee may be exposed to blood borne pathogens.

This is a 12 month, year round position within our classified union, OSEA.

Reports To:              Facilities Manager

CLOSING DATE: as soon as hiring process has been completed

 Examples of some benefits asscoaited with this position: vacation, sick leave, family illness and PERS matching 

For more information please contact Michelle Barton in Human Resources

michelleba@coos-bay.k12.or.us or (541) 267-3104 x 1101

No employee or applicant for employment shall be subject to discrimination because of race, color, religion, national origin, sex, age, or disability.  Coos Bay Public Schools complies with the Immigration Reform and Control Act of 1986 as amended, and the Americans with Disabilities Act of 1991.  Coos Bay Public Schools is an Equal Opportunity Employer and provides a Drug Free and Alcohol Free Workplace.  Drug Testing may be a requirement for employment.  Speech/Hearing impaired persons may contact the District for assistance through the Oregon Telecommunication Relay Service at 1-800-735-2900.

Salary : $18 - $23