Position Title: Building Secretary - Maintenance & Operations 

 

Reports To: Director of Maintenance & Custodial Services 

 

Location: Maintenance & Operations Department (inside the Transportation Building)

 

FLSA Status: Non-Exempt

 

Work Year: 12 months, FTE 1.0, 8 hours/day, Monday - Friday

 

Union Affiliation:  HESPA

 

Start Date:  07/01/2024 (Training will take place for a few weeks before 07/01/2024)

 

Wages:  Per HESPA CBA  - 2023/24 starting at $17.54/hour; 2024/25 starting at $18.24/hour

 

SUMMARY:

The Maintenance & Operations Secretary assists, supports, and works closely with the Director of Maintenance & Custodial Services and the Maintenance Team to enhance the professional and efficient operation of the school buildings so that the maximum positive impact on the education of children can be realized.  

 

ESSENTIAL FUNCTIONS:  

• Serves as initial contact for the Maintenance & Operations office and performs a variety of administrative, clerical, and data entry functions in support of the department.
• General office duties including answering the telephone, taking messages, transferring calls, answering questions, filing, copying, computer use, PA system, correspondence, and sorting and distributing mail.
• Performs secretarial duties for the Director of Maintenance & Custodial Services.
• Arranges and schedules calendar appointments for the Director and maintenance team.
• Upon approval of the Director responds to concerns, complaints and suggestions from staff and other stakeholders with professionalism and courtesy.
• Provides support with the district’s facility management software system (FMX), including maintenance work orders, facility use requests, transportation field trip requests and vehicle fleet maintenance logs:
• Assists internal staff members and outside community members with questions and issues involving facility use, transportation requests and work orders.
• Provides training for new users in FMX.
• Assigns work orders and dispatches department personnel for maintenance, grounds, and custodial services requests.
• Processes approvals of all facility use requests on behalf of the District Operations office and monitors requests to avoid scheduling conflicts and works with users to resolve calendar conflicts when they arise.
• Enters the district calendar dates (holidays, conferences, school breaks) each year into FMX.
• Monitors facility use requests awaiting approval weekly and sends email reminders to approvers to facilitate timely movement of requests through the system.
• Prepares and publishes a calendar of weekly key events to all Operations department staff and to custodial services managers.
• Assists with logistics required for scheduled events including ensuring that events are staffed appropriately and that all set up requests for each event have been implemented (ex. floor tarping, staging, tables, chairs, mowing, snow removal, electrical needs are met, etc.).
• Notifies staff immediately if events are updated or canceled.
• Prepares summary of department charges for weekend and special events such as snow removal, delivery and set up of equipment, etc. Submit summary to the Business Office for billing.
• Maintains department related Payroll & HR documentation:
• Payroll - verification of hours, accurate reporting of employee leave time and seniority, and identification and reporting of policy deviations with associated documentation of corrective action. 
• Prepares memos regarding status of employee probation, attendance awards, stipend eligibility, bereavement leave, medical leaves of absence, etc. and submits to the HR department.
• Ensures the HR department has copies of licenses on file of skilled trades staff members holding state-issued licenses.
• Responsible for purchasing functions for all department goods and services, supporting a $6.5 million departmental annual budget including:
• Preparation of purchase orders, forwarding approved orders to suppliers/vendors and monitors and expedites orders.  
• Verification that items have been received by comparing items received to items ordered; works to resolve pricing and shipment errors as needed.  
• Upon approval of the Director, authorizes payment for purchases by forwarding receiving documentation to Business Office.
• Under the direction of the Director, assists with the preparation of bid packages for annual district building/grounds projects (building and grounds improvements, custodial supplies, vehicles and equipment, waste removal services, etc.) including:
• Preparing details of bid package specifications, 
• Recording of incoming bids at time of bid opening, 
• Assists in cost comparison of final bids to determine best alternative, and 
• Preparation of documents that detail final recommendation for presentation to the Superintendent.
• Collects and organizes data for projections and preparation of the department’s annual budget, and prepares budget deviation reports for the Director as needed.
• Manages and tracks inventory for the district’s custodial supplies warehouse.  Responsible for
• Monitoring stock levels, 
• Identifying purchasing needs, researching potential vendors
• Tracking orders,
• Updating internal databases with order details, 
• Conducting market research,
• Evaluating vendor offers, and 
• Negotiating prices as determined by the Director.
• Maintains accurate records of invoices and contracts.
• Compares supplier’s bills with bids and purchase orders to verify accuracy.
• Coordination of contractors who work in district facilities as follows:
• Processes ICHAT background checks for all contractors working in the district.
• Upon Director’s approval, coordinates the distribution of keys and swipe cards to those needing building access and ensures they are returned when the projects are completed.
• Notifies building principals and secretaries when contractors will be working in their buildings.
• Coordinates service calls to outside contractors for repairs/services to district facilities (ex. roof leaks, equipment repairs, pest control, fire systems, boilers, elevators, overhead doors, bleachers, fuel system, special waste removal containers, etc.).
• Schedules and coordinates annual inspections for kitchen fire suppression hoods, fire panels and fire system components, and CSD-1 boiler inspections.
• Notifies building secretaries, principals, athletic director and custodial staff of half-staff flag orders that are announced.
• Completes accident reports (employee and vehicle fleet) for approval by the Director and submission to the Business Office or the District’s insurer.
• Prepares for the Director’s approval, verification of monthly charges submitted by the District’s custodial services provider for non-contractual custodial services each month.
• Prepares invoices for damages to district facilities for student and community restitution.
• Schedules classes and exams for the department’s Certified Pool Operators to take in order to keep their certifications current.
• Prepares quarterly invoices for labor and material charges for all work orders generated by the Food Service Department for work performed on their equipment by Maintenance Staff.
• Keeps track of data for all district AED (defibrillator) units including expiration dates of batteries and pads and orders replacements as necessary.
• Assists with the District’s Integrated Pest Management program by preparing and posting required notifications in applicable facilities and on the district’s website.  Maintains records of all pesticides applied in the district.
• Accurately maintains vehicle repair logs for the district’s maintenance fleet and updates mileage for all fleet vehicles annually.
• Keeps records of material and labor costs for insurance claims processing of losses to district facilities.  
• Regular, in-person attendance.
• Other duties as assigned.

QUALIFICATION 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.

 

SUPERVISORY RESPONSIBILITIES:

None.

 

EDUCATION AND EXPERIENCE:

• High school diploma or equivalent.
• Successful completion of the HPS secretarial exam - PRIOR TO APPLICATION.
• Prefer prior clerical experience within a public school setting.

LANGUAGE SKILLS:

• Ability to effectively present information and respond to questions from administrators, staff, contractors/vendors and the general public consistent with the duties of this position.
• Ability to read and comprehend instructions and correspondence.   

MATHEMATICAL SKILLS:

• Ability to add, subtract, multiply and divide in all units of measure consistent with the duties of this position.
• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations consistent with the duties of this position.
• Ability to manage a large volume of purchasing and associated budgeting for a $6.5 million dollar annual department budget.

REASONING ABILITY

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

QUALIFICATIONS/SKILLS

• Must be familiar with all procedures throughout the department and the district. 
• Must be able to multitask work by organizing, prioritizing, and maintaining composure in stressful situations and when emergencies arise.
• Ability to perform duties with awareness of all District requirements and Board policies.
• Ability to establish and maintain effective working relationships with staff members and the school community.
• Ability to demonstrate ethical behavior and confidentiality of information about students (accident reports or restitution for damages to district property) in the school environment and the community. 
• Ability to portray a professional demeanor in appearance and behavior.
• Ability to react well under pressure, handle and balance multiple demands at one time, work with frequent interruptions and perform duties and tasks at expected levels of professionalism with minimal supervision.
• Ability to learn new skills, flexibility and willingness to perform a variety of tasks.
• Remain current and updated regarding computer technology.
• Proficient in problem solving skills.
• Accurate and detail oriented.
• Ability to work well with others including administrative and support staff team, and follows written and oral directions and completes assignments given.
• Excellent interpersonal skills with ability to communicate effectively, speaking clearly and communicating thoughts succinctly. 
• Excellent grammatical, spelling, and punctuation skills.
• Ability to work without direct supervision. 
• Computer skills:  Knowledge of Microsoft Word, Powerpoint and Excel, PowerSchool, Google mail, Google documents and Internet.
• Excellent organizational skills.
• Bookkeeping skills.
• Must know how to operate and maintain:  copy machines, telephones, computers, etc.

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 stoop, reach, stand, walk, lift, pull, push, grasp, talk, hear, see and use repetitive motions. While performing the duties of this job, the employee may frequently lift and/or move at least 50 pounds of materials. 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.

 

ENVIRONMENTAL ADAPTABILITY:

The work environment characteristics described herein 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 moderately loud.

 

The work environment is normally indoors with controlled climate conditions.  Occasionally the employee may be required to be outdoors for a short period of time, and therefore subject to varying weather conditions, for purposes of accomplishing the essential functions of this job.

 

FUNCTIONS OF POSITION DESCRIPTION:

This position description has been prepared to define the general duties of the position, provide examples of work and to detail the required knowledge, skills, and ability as well as the acceptable experience and training for the position.  The description is not intended to limit or modify the right of any supervisor to assign, direct, and control the duties of employees under supervision.  The Howell Public School District retains and reserves any and all rights to change, modify, amend, add to or delete from any portion of this description in its sole judgment.

 

The employee shall remain free of any alcohol or non-prescribed controlled substance in the workplace throughout his/her employment in the District.

 

This position description is not a contract for employment.

 

The Howell Public School District is an equal opportunity employer, in compliance with the Americans with Disabilities Act.  The District will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.