Maintenance Office Coordinator

MAINTENANCE OFFICE COORDINATOR

QUALIFICATIONS:

• High School Diploma
• Good human relations and interpersonal skills
• Strong computer skills
• Excellent verbal and written communication skills
• Ability to multitask

EXPECTATIONS AND RESPONSIBILITIES:

• Provide clerical support for the Maintenance Supervisor 
• Maintain and coordinate district-wide facility usage
• Maintain and coordinate district-wide keys
• Administer district-wide Risk Management and Safety Regulations
• Perform other duties and responsibilities consistent with district policies and procedures as required

POSITION INFORMATION:

• 7.0 hours per day, 225 days per year (includes 13 paid holidays) 
• Anticipated start date August, 2024
• non-union

JOB DESCRIPTION

Quillayute Valley School District

OFFICE COORDINATOR

Purpose Statement

The job of Office Coordinator was established for the purpose/s of providing complex and confidential secretarial and administrative support to the school-site principal and other administrators; conveying information regarding school functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.

This job reports to School Principal or Department Supervisor

Essential Functions

• Collects payments for a variety of events (e.g. fines, fees, and fund raisers, lunches, etc.) for the purpose of completing transactions and/or securing funds. 

• Compiles data from a wide variety of sources (e.g. student information, time sheets, calendars, expenditures/budget, Internet research, etc.) for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator. 

• Coordinates a wide variety of projects, functions and/or program components (e.g. meetings, in-service events, travel and accommodations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion. 

• Coordinates classified and certificated substitutes for the purpose of fulfilling all necessary absences. 

• Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, employee records, financial records, reports, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements. 

• Monitors students referred for illness or disciplinary action for the purpose of ensuring student welfare and maintaining a secure office environment. 

• Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines. 

• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees. 

• Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, meeting minutes, charts, periodic and ad-hoc reports, operational procedures, manuals, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information. 

• Processes a variety of documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements. 

• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances. 

• Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements. 

• Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction. 

• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrator. 

• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.

Other Functions

• Administers first aid and prescription medications to students (under the direction of a health care professional) for the purpose of meeting immediate health care needs within established guidelines. 

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

SKILLS are required to perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects, and performing basic bookkeeping and record keeping.

KNOWLEDGE is required to perform algebra and/or geometry; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; basic bookkeeping principles; business telephone etiquette; and common office machines.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operates equipment using standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant interruptions.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; and monitoring budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization’s services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. The job is performed under conditions with some exposure to risk of injury and/or illness.

Experience Job related experience with increasing levels of responsibility is desired.

Education High School diploma or equivalent.

Equivalency None Specified

Required Testing Certificates & Licenses

Pre-employment Proficiency Test None Specified

Continuing Educ. / Training Clearances

None Specified Fingerprint/Background Clearance

FLSA Status Approval Date Salary Grade

Non Exempt