Operations Secretary

NOTTOWAY COUNTY PUBLIC SCHOOLS

Position Description

POSITION TITLE:

Operations Secretary

TERMS OF EMPLOYMENT:

12 months / 240 Day

SUPERVISOR:

Maintenance Supervisor

FLSA STATUS:

Non-Exempt

MINIMUM SALARY
$28,936

General Description

To assist the Supervisor of Maintenance or designee in order that the Supervisor may devote maximum attention to Maintenance.

Qualifications

• Hold a high school diploma or GED certificate with business school training preferred.
• Considerable experience (2-5 years) in the secretarial field.
• Highly effective public relations skill and abilities.
• Thorough knowledge of office terminology, procedures, and equipment.

*This position description is intended to accurately reflect the position activities and requirements. It is neither intended to be, nor should it be construed as, an all-inclusive list of the responsibilities, skills, or working conditions associated with the position. Administration reserves the right to modify, assign, or remove duties as necessary.

Essential Job Functions

• Serve as confidential secretary to the Supervisor of Maintenance as required.
• Answer the phone, transfer calls, relay or take messages.
• Log in work orders and close them out when they are turned in.
• Log invoices into a database and file hard copies of invoices.
• Prepare and code invoices for approval by Supervisor.
• Research and order parts, Keep record of ordered parts, cost, and projected date of arrival.
• Receive and check in parts and supplies.
• Inventory, order, and distribute nursing supplies.
• Fill out and submit required DEQ reports for the Treatment Plant.
• Assign emergency work orders to maintenance workers when Supervisor is not available.
• Maintain inspection records: sprinklers, hoods, backflows, extinguishers, elevators, boilers, fire drills, etc.
• Screen visitors, telephone calls and incoming mail; personally respond to inquiries by making decisions, which in the employee's judgment, do not require the Supervisor's personal attention.
• Administer routine services or functions of the office such as type/process correspondence and reports.
• Operate and maintain office equipment such as copiers and calculators.
• Maintain and inventory office supplies and materials.
• Develop, revise, and produce memos, letters, documents, reports, forms and materials.
• Maintain and manage files, records, office supplies, materials and equipment in an appropriate accessible manner.
• Draft written correspondence, answer correspondence, received on behalf of the supervisor as requested.
• Meeting assignment deadlines.
• Provide information and assistance to parents, the general public, and other staff members in a helpful, courteous and timely manner.
• Arrange for appointments and conferences: keeps Supervisor aware of scheduled appointments and meetings.
• Perform assigned duties efficiently without close supervision.
• Thoroughly complete tasks assigned as demonstrated by attending to details accurately and efficiently.
• Perform other related work as required by the Supervisor of Maintenance or designee.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities

• Proficiency in Google Workspace, Microsoft Office Suite
• Strong written and oral communication skills
• Ability to operate and maintain standard office equipment.
• Ability to work effectively under pressure.
• Ability to interpret information and prepare informational materials to meet the needs of various audiences
• Ability to maintain complex clerical records and to prepare reports from such records.
• Ability to explain complex information in a clear, concise, accessible manner
• Ability to maintain confidentiality in all aspects of the job
• Ability to manage multiple tasks with frequent interruptions
• Ability to maintain honesty and integrity in all aspects of the job
• Ability and willingness to adhere to attendance requirements, including regular and punctual employee presence
• Ability to promote and follow Board of Education policies, Superintendent policies, and building and department procedures
• Ability to communicate, interact, and work effectively and cooperatively with people from diverse ethnic and educational backgrounds
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment, and report unsafe conditions to the appropriate administrator

Requirements

• Minimum of 18 years of age.
• References - Applicants must submit two (2) written references; references should be from a current or previous supervisor.
• Successful outcomes of the following background investigations/tests are required before any offer of employment can be finalized:
  • tuberculosis Screening/TestFederal Bureau of Investigation (FBI) Criminal History Investigation
  • State Police Criminal History Investigation
  • Child Protective Services (CPS) Investigation

Nottoway County Public Schools assures Equal Employment Opportunities for employees as required by Federal and State Orders and Laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position's activities and requirements; however, the administration reserves the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position and does not imply an employment contract.

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