Support-District Operations Secretary

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