Job Description

JOB SUMMARY:

This responsible position requires performance of complex office management activities for the Maintenance and Transportation Department.  Duties include supervision of clerical staff.  The position is required to regularly exercise independent judgment and discretion in efficiently and effectively accomplishing complex and difficult tasks in support of the office. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:  Additional duties may be assigned.

  • Manages account for gas card system for vehicle fueling.
  • Manages account for ACE Certification for fleet mechanics.
  • Prepares and monitors status of purchase orders and payroll expenditures.
  • Compiles and disseminates bids/quotes for department projects in accordance with PESD required practices.
  • Maintains department calendars.
  • Maintains inventory of supplies.
  • Deals extensively with staff and community.
  • Keeps administrator informed.
  • Gives and receives information requiring independent judgment or discretion regarding specific business of the District.
  • Ensures that effective office procedures are established and maintained.
  • Prepares accurate written communications including budget reports, letters, newsletters and notices.
  • Receives, stamps, classifies and routes incoming mail.
  • Accepts phone calls, answers questions and accurately routine messages.
  • Receives emergency requests through phone and radio messages.
  • Dispatches emergencies to proper personnel for immediate action.
  • Maintains electronic web-based work order system operations.
  • Edits time and attendance information for plant services employees and ensures the accuracy of information entered into the time and attendance software.
  • Tracks SFB projects.
  • Tracks Bond projects.

SUPERVISORY RESPONSIBILITIES:

Office clerical staff.

QUALIFCATIONS REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

EDUCATION AND/OR EXPERIENCE:

  • Experience in organizing varied and involved projects.
  • Experience with computer software.
  • High school diploma or GED required.
  • Formal secretarial training preferred.
  • Minimum 3-5 years experience in general secretarial/ office management experience at an administrative level requiring the use of judgment and independence in the performance of duties preferred.

 

LANGUAGE SKILLS:

  • Ability to write reports business correspondence, etc.
  • Ability to effectively present information and respond to questions from administrators, staff and the general public.

 

MATHEMATICAL SKILLS:

  • Ability to work with mathematical concepts such as probability and statistical inference.
  • Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

 

KNOWLEDGE, SKILL AND ABILITIES:

  • Knowledge of time clock system software program.
  • Knowledge of department budgeting, coding and procurement regulations/procedures.
  • Knowledge of departmental invoicing approval procedures.
  • Knowledge of departmental bid/quote process.
  • Possesses excellent oral and written communication skills and interpersonal relationship skills.
  • Excellent computer and typing skills required.
  • Proficiency with Microsoft Word, Excel and Power Point. Ability to operate general office equipment.
  • Knowledge of Visions processes in regards to purchase order requisition processing.
  • Maintains confidentiality; unquestionable integrity.
  • Ability to work independently with minimal supervision.
  • Ability to understand and carry out complex oral and written instructions.
  • Ability to communicate effectively, orally and in writing.
  • Records notes by shorthand or abbreviated writing from oral dictation; transcribes and types correspondence, reports, etc., from rough draft/dictation equipment/notes.
  • Can prioritize multiple tasks, work under stress, take direction.
  • Can work with frequent interruptions.
  • Ability to establish and maintain efficient filing system.
  • Can establish effective working relations with administrators and coworkers.

EQUIPMENT/TOOLS UTILIZED:

Telephone, computer.

REASONING ABILITY:

  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule from.

OTHER SKILLS AND ABILITIES:

  • Ability to accurately perform assigned tasks.
  • Ability to perform duties with awareness of all district requirements and School Board Policies.
  • Ability to promote harmonious working relationships with staff and outside business representatives.
  • Possesses excellent oral and written communication skills and interpersonal relationship skills.

PHYSICAL DEMANDS:     The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand and talk or hear and sometimes walk and sit.  While performing the duties of this job, the employee may occasionally push or lift up to 20 lbs. such as boxes, supplies, etc.  Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus.  The position requires the individual to meet multiple demands from several people and interact with the public and other staff.

 

WORK ENVIRONMENT:     The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed by this position.  Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

This position is agrade 15 on the Support Staff Non-Exempt Salary Schedule.



Primary Location: PLANT SERVICES

Shift Type: Full-Time

Job Contact Information
Name Crystal Senesy
Title HR Specialist
Phone
Email Crystal.Senesy@phxschools.org

Applications will be accepted beginning
Wednesday, March 31, 2021 12:00 AM
(Mountain Standard Time)

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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