Administrative Secretary III – Maintenance & Facilities

SUMMARY: Under general direction from the Director of Maintenance and Facilities, coordinate, monitor and support various areas of responsibility in the maintenance and facilities department to include but not limited to budgeting, scheduling, communication and organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Oversee day-to-day operations of the facilities and maintenance department. Answers and screens phone calls, directs inquiries to appropriate party, receives visitors, and staff; identifies sensitive issues and brings them to the immediate attention of the Director of Facilities and Maintenance.
• Assist the Director of Facilities and Maintenance with the budget process and ensure compliance for all expenditures, including the fiscal year plan, five-year plan, emergency expenses, and daily, weekly, and monthly expenses.
• Manage administrative functions, including preparing correspondence, memos, newsletters, reports, developing recordkeeping systems, bulletins, Board reports, and forms. Prepares special reports and helps staff as required.
• Serve as liaison between facilities and maintenance office and community, including screening complaints, communicating District and school policies and procedures, and providing follow-up as required.
• Maintain proper documentation for all vendors, process multiple invoices weekly, oversee expenditure balances and manage multiple revisions.
• School Facility Board - Manage 20 -30 projects per year, Upload all applications, upload all relative documentation, Upload invoices, Monitor progress of invoices, Process payments to accounts payable
• Yearly enter 400 plus requisitions for vendor services and supplies. Follow-up on orders placed, resolve problems and verify receipt of items. Monitor and inventory supplies.
• Assist in developing operating procedures and guidelines for effective and efficient operations of the office.
• Assist with scheduling and implementation of special projects and events.
• Establish and maintain good rapport with employees, community members and vendors.
• Maintain a high level of ethical behavior and confidentiality.
• Other job-related duties as assigned. 

EDUCATION AND EXPERIENCE:

Must provide documentation of the following requirements: 

• High school diploma or G.E.D.
• Associate’s degree in Business, Management, or related experience is preferred.
• Three (3) years of increasingly responsible secretarial experience involving frequent contact with the public.
• Experience in scheduling, assigning and reviewing work of assigned staff.
• Experience in finance, purchase orders, invoicing and accounts payable.
• Two (2) years of office administrative experience in a facilities or maintenance office preferred.
• Two (2) years of construction support experience preferred. 

LICENSING: 

• Obtain and maintain a valid Arizona Identity Verified Prints (IVP) Fingerprint Clearance Card (AZ IVP FPCC). 

SKILL/KNOWLEDGE: 

• Competent in computer applications such as Word, Excel, and typing.
• Communication Skills.
• Ability to read and interpret general documents such as employee handbooks and safety/training manuals.
• Ability to write general correspondence and speak effectively with others.
• Speak to large and small groups and respond to questions from customers, employees and community members.
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc.
• Ability to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals.
• Reasoning Ability.
• Ability to interpret an assortment of instructions furnished in variable forms.
• Ability to apply reason to research and solve moderately complex issues with little or no assistance. 

ADA AND OTHER REQUIREMENTS:

Positions in this class typically require activities such as sitting, talking, hearing, reaching, standing, walking, fingering, grasping, feeling, seeing, and repetitive motions.

Light Work: This job may involve exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Working Conditions:

Work is typically performed in an indoor, office environment.

This job classification description is intended to be generic in nature.  It is not necessarily an exhaustive list of all duties and responsibilities.  The essential duties, functions and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position.

The Dysart Unified School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964, Civil Rights Act Title VII of 1972, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Dysart Unified School District does not discriminate on the basis of race, color, religion, national origin, sex, disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students.

Salary : $21