Maintenance Secretary/Bookkeeper

Pay Grade:  63 ($3,030.00 - $3,235.00)

Maintenance Secretary/Bookkeeper

Maintenance Department

Job Description

General Statement of Job:

Performs a large variety of clerical, secretarial, and administrative duties involving interaction with other departments.  Work involves receiving correspondence, screening and handling a variety of routine inquiries by telephone and in person, and maintaining a variety of records and files. The employee is also responsible for assimilating information from a variety of sources to compose letters, generate reports and provide informational data.  Employee reports to Director of Maintenance.

Specific Duties and Responsibilities:

• Make appointments and manage the Director’s calendar, arrange travel schedules, make reservations and prepare travel vouchers and expense reports for Director and department personnel
• Write, edit, prepare, or coordinate the preparation of correspondence, reports, and other printed materials
• Maintain departmental records; record transactions and data in journals
• Use a variety of mathematical formulas, summarize statistical information, and prepare charts, graphs and tables
• Maintain inventory and initiate orders for office supplies and forms
• Screen and independently handle calls by providing information or referring callers to appropriate department
• Gather and prepare materials for Director of Maintenance
• Handle all work orders from school facility; route to appropriate Technician
• Responsible for utility payments of all school sites
• Report to Office Manager and Maintenance Director
• Other duties as assigned by Office Manager

Additional job Functions or Assigned Tasks;

• Maintain data from various sources; perform research for completion of reports; organize data for analysis; assist in the preparation of special projects and information reports

• Perform related work as required

Minimum Training and Experience:

• High School diploma-required; Associates Degree preferred; supplemented by course work in secretarial or business practices with additional course work in the operation of word processing, spreadsheet with 3 – 5 years experience in secretarial or clerical work

Minimum Qualifications or Standards Required to Perform Essential Job Functions:

• Ability to use a variety of office equipment such as computers, copiers, typewriters, calculators, etc.

• Ability to read a variety of correspondence, reports, handbooks, forms, etc.

• Ability to apply rational systems to solve practical problems and deal with people

• Ability to deal with people beyond giving and receiving instructions

• Adaptable to performing under stress and when confronted with persons acting under stress

• Possess strong writing skills

• Possess very strong telephone skills

Other Requirements:

• Maintain an acceptable attendance record and be punctual

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees of this job.