Job Title: Operations and Maintenance Secretary
Reports To: Director of Operations and Maintenance
EXECUTIVE SUMMARY The Operations and Maintenance (O&M) Secretary provides administrative and secretarial support to the Director of Operations and Maintenance along with the two (2) Operations and Maintenance Supervisors. Duties also include providing administrative support to the O&M Department, which includes processing invoices for payment, processing monthly District credit cards, maintaining confidential files, processing Break-Fix Insurance claims, and supporting other related administrative duties. This position also handles biweekly payroll for O&M (100+ employees), which includes maintaining payroll records, tracking overtime/comp time, and performing data entry. This position requires a strong emphasis in technology and organizational skills.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Works under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; and monitoring budget expenditures.
Handles processing of documents, contracts, and confidential files in prescribed formats.
Monitors the time and attendance records for all O&M employees including missing punches. Fills out payroll change notices for promotions, terminations, and/or new hires. Sends out billing notices to Finance for custodial overtime charges.
Creates purchase requisitions to pay invoices for Sales Tax projects. Assists Supervisors with budget codes for invoice payments.
Performs system administrator duties for Schooldude Work Order System, which includes creating new users, auditing users in system, creating preventive maintenance schedules, and assigning work orders to O&M staff when supervisors are unavailable.
Organizes and processes O&M credit card receipts monthly. Codes each transaction to appropriate account. Keeps track of purchase spending limits and credit card declines for O&M credit cards. Fills out appropriate paperwork for new O&M employees acquiring a credit card.
Maintains a wide variety of manual and electronic documents, confidential and non-confidential files, and records (e.g. calendars, appointment schedules, resource materials, etc.) for O&M. Prepares written materials (e.g. reports, forms, letters, memos, budgets, etc.) for O&M.
Performs record keeping and clerical functions for the Director and other O&M Supervisors. Receives and transfers phone calls, and records messages. Sends and receives messages through the radios. Compiles and tracks uniform orders. Creates mowing, painting and snow removal schedules. Orders office supplies.
Posts job postings and other required notifications at O&M. Participates in interviews for open O&M positions, and documents the responses from candidates on interview questions. Compiles paperwork for O&M new hires, and forwards the completed paperwork to Human Resources.
Coordinates custodial substitutes daily with the Operations Supervisor.
Organizes Summer Help hiring and appointments, including necessary paperwork.
Understands functions and limitations of assigned position; and pertinent codes, policies, regulations and/or laws.
QUALIFICATIONS 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, education and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE Requires a high school diploma or GED at a minimum. Job related experience with increasing levels of responsibility is desired.
COMMUNICATION SKILLS Must possess the ability to communicate, present information, and work effectively with a diverse group of individuals at all levels of the organization. Individual must have effective listening skills, and ability to maintain confidentiality. Must be able to work as part of a team.
ANALYTICAL and REASONING SKILLS Ability to schedule a number of activities, meetings, and/or events; and gather, collate, and/or classify data. Problem solving is required to identify issues, create action plans, solve practical problems, and create an independent interpretation of guidelines. Must have attention to detail and the ability to set priorities.
TECHNOLOGY SKILLS Must be able to use a computer, process electronic requests, navigate pertinent software applications, and to enter accounting information. Ability to retrieve and print information from various computer programs when needed, and to operate standard office equipment.
PHYSICAL DEMANDS AND WORK ENVIRONMENT The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally, the job requires 70% sitting, 20% walking, and 10% standing. This job is performed in a generally hazard free environment.
OTHER DUTIES AS ASSIGNED Will perform other duties as may be assigned by the superintendent or designee, necessary and appropriate to achievement of the program and/or District goals and objectives.
The Sioux City Community School District offers career and technical programs in the following areas: Business & Marketing, Family & Consumer Science, Health Science, and Industrial Arts, Technology, & PLTW.
The Sioux City Community School District is an equal opportunity/affirmative action employer and does not discriminate on the basis of race, creed, color, sex, sexual orientation, gender identity, genetic information (for employment), national origin, religion, age (for employment), disability, socioeconomic status (for programs), marital status (for programs), or veteran status (for employment) in its educational programs and its employment practices. The District is required by Title IX and 34 CFR Part 106 not to discriminate on the basis of sex in its programs, activities, or employment.
Inquiries or grievances under Section 504 and Title II of the Americans with Disabilities Act may be directed to Dr. Dora Jung, Director of Student Services & Equity Education/Title IX Coordinator at 627 4th Street, Sioux City, IA 51101, , . Inquiries about the application of Title IX and its regulations to the District may be referred to the Title IX Coordinator, the Assistant Secretary of the U.S. Department of Education, or both. Please see District Board policies 103 and 504.4 for additional information on available grievance procedures.
Spanish
DECLARACIÓN DE NO DISCRIMINAR: El Distrito Escolar de la Comunidad de Sioux City ofrece programas profesionales y técnicos en las áreas siguientes: Negocios y Mercadotecnia; Ciencias de la Familia y del Consumidor; Ciencias de la Salud; Tecnología; y PLTW (Proyecto Vanguardia).
El Distrito Escolar de la Comunidad de Sioux City es una institución de empleo con oportunidad equitativa y acción afirmativa. Es una práctica injusta o discriminatoria de cualquier institución educativa de discriminar basado en raza, credo, color, sexo, orientación sexual, identidad de género, información genética (para empleo), origen nacional, religión, edad (para empleo), discapacidad, condición socioeconómica (para programas), estado civil (para programas), o estatus de veterano (para empleo) en cualquier programa educacional o práctica de empleo.
Las preguntas o quejas, incluyendo quejas de Sección 504 y quejas bajo el Título II de la Ley de Americanos con Discapacidades, pueden ser dirigidas a Dra. Dora Jung, Directora de Servicios Estudiantiles y Educación de Igualdad en 627 4th Street, Sioux City, IA 51101, , . Por favor, vea las políticas 103 y 504.4 de la Junta Directiva para información adicional acerca de los procedimientos disponibles de las quejas.
