Secretary to Director of Facilities

Bethel School District 403•Spanaway, WA

9d•$30

About The Position

This position serves as secretary to the Facilities Department. Responsibilities include answering the telephone, referring emergencies, contacting appropriate workers, maintaining payroll records, work orders, purchase orders and inventory, record keeping, ordering and distributing parts, and providing a variety of related services.

Requirements

Education, training, skills, and experience necessary to carry out the assignment, including two (2) years of office experience, involving records maintenance and customer service.
Ability to read, write, speak and communicate effectively.
Knowledge of general secretarial procedures.
High-level keyboarding and data entry skills.
Skill in operating general office machines.
Skill in telephone answering and customer service.
Ability to operate a computer and learn the operation of specific software programs, including word processing work order management programs.
Skill in correct grammar, spelling and English usage.
Skill in arithmetic calculations.
Ability to format and compose correspondence.
Ability to set up and maintain an accurate filing system.
Ability to attend to detail and follow tasks through to completion.
Ability to maintain confidentiality.
Ability to organize and set priorities for work.
Ability to maintain accurate payroll and accounting records.
Ability to establish and maintain effective working relationships with students, parents, staff and the public.
Requires fingerprinting and background check to determine that there have been no convictions involving physical molestation, abuse, injury or neglect of a minor.
Must complete training in and adhere to district infection control plan.

Responsibilities

Maintains and records purchase invoices; identifies and corrects problems and answers questions; codes appropriate account code; checks invoice for receipt of items and accuracy; routes to accounts payable. Prepares purchase orders, orders materials and assures delivery or pickup.
Answers the telephone; provides information or routes caller to appropriate staff member or office; takes messages; explains work priorities as needed; routes emergency work orders.
Prepares and maintains accounting codes and distributes work orders to assigned maintenance workers. Tracks expenditures and inputs data district's WesPac system and records cost. Prepares monthly cost reports and distributes to appropriate department head. Maintains parts inventory room and assists in procuring and distributing parts to maintenance team. Maintains appropriate documentation. Inputs parts and equipment information into the computer.
Maintains payroll records for facilities department staff; receives leave slips; compiles information; forwards to payroll office.
Serves as secretary to the Facilities Department. Composes, formats and types correspondence, monthly reports and memoranda; duplicates and distributes materials. Maintains appointment calendar and schedules meetings as needed. Attends meetings, copies and prepares materials as needed. Compiles data for reports. Prepares, organizes and records data for reports such as purchase orders, intrusion alarms, asbestos information, and impact team accomplishments.
Expected to be familiar with and periodically facilitate Facilities Use Online System.
Models appropriate and cooperative behavior, including protecting confidential information, consistent with district ethical guidelines.
Maintain a variety of records, both physical and computerized, on employees and maintenance of all lists for currency.
Receive invoices, compile information, prepare paperwork for accounts payable, maintain liaison and resolve problems with the finance department.
Maintain account codes for facility department accounts payable, process invoices, track expenditures, maintain account balances and route to accounts payable. Provide purchase order numbers as requested.
Compose, format, and type correspondence, reports and memoranda, duplicate and distribute information, order and maintain a variety of forms needed in department.
Track purchasing card receipts for department personnel, balance monthly statements, attain necessary paperwork and signatures for payment. Authority to sign for director during absence, prepare monthly credit and envelopes for all department cardholders.
Knowledge of various computer programs to include Microsoft Office Suite, knowledge of general offices machines such as fax, copier/scanner, printer and calculator, troubleshoots office equipment. The ability to quickly learn new programs associated exclusively to facilities.
Schedule meetings, type agenda and meeting reminders, take and distribute minutes.
May serve on various district committees and/or departmental work teams.
Performs related duties consistent with the scope and intent of the position.
May be required to fill facility department subs as needed.
May be required to monitor and review work orders for completion.