Secretary Operations for Technology / Facilities Departments

Appoquinimink School District; Deutschland; On-site; EUR 29,000 - 41,000; Full time

Job summary

Appoquinimink School District is seeking a diligent secretary to provide clerical, secretarial, accounting and administrative support for facilities-related functions. The role reports to the Executive Director of Safety, Security & Operations and covers a broad set of district services.

The candidate should have a high school diploma or GED (two years of college preferred) and strong typing and computer skills.

Qualifications

• High School Diploma or GED required; two years college or business school preferred.
• Thorough knowledge of secretarial techniques and office procedures.
• Excellent interpersonal skills and ability to work with others.
• Typing skills with accuracy.
• Proficient computer skills (Word, Spreadsheet, PowerPoint; data management; computerized accounting).
• Proficiency in written and oral English; proofreading ability.
• Ability to manage workload to meet schedules and deadlines.
• Demonstrates discretion and confidentiality.

Responsibilities

• Supports administration with clerical, secretarial, accounting and administrative tasks.
• Assist in budgeting and management of technology/maintenance budgets.
• Process and maintain purchase requisitions, POs, invoices and financial records (FSF).
• Prepare correspondence, reports and other documents.
• Review timesheets, attendance, transfers, new hires, sick leave, bereavement.
• Manage overtime lists and substitute staff scheduling.
• Coordinate meetings with vendors and schedule administrator calendars.
• Handle mail, respond to information requests, and maintain records/files.
• Oversee inventory and distribution of office supplies/equipment.
• Operate and train staff on office equipment.
• Record and secure money as assigned; assist in information/report preparation.

Skills

Secretarial skills

Typing accuracy

Computer skills

Interpersonal skills

Decision making

English proficiency

Education

High School Diploma or GED

Two years college or business school (preferred)

Tools

FSF

Word processing

Spreadsheet

PowerPoint

Data management

Accounting software

Job description

Position Overview

Under direction of the Executive Director of Safety, Security & Operations, the Secretary will provide clerical, secretarial, accounting and administrative assistance conveying information regarding facilities functions and procedures; and supporting the broad array of services provided to the district.

SALARY RANGE

The salary range for this role can be found in the provided link: Salary Scales

Essential Duties And Responsibilities

The following information is intended to describe the overall nature and scope of the work being performed in relation to the position. This is not a comprehensive listing of all the responsibilities or tasks; other work may be assigned and deemed appropriate:

• Works closely with Technology Supervisor and the Sr. Coordinator of Facilities on various projects and schedules.
• Assist in the management of technology and maintenance budgets.
• Process and maintain purchase requisitions, purchase orders, quotes, invoices, payments, and financial records. Experience with State accounting system "FSF".
• Performs typing assignments, e.g. correspondence, labels, bulletins, rosters, reports, etc. Compose correspondence, reports and other written documents.
• Reviewing timesheets, tracking attendance, transfers, new hires, sick leave, bereavement.
• Manage district wide overtime list and substitute custodian overtime list.
• Collaborate and arrange meetings with vendors.
• Schedule appointments, interviews, trainings and maintains up-to-date calendars for administrator(s).
• Open, sorts, prioritizes mail and other forms of communication and redirects to staff who should act and/or should be kept informed of its contents.
• Responds to requests (telephone, personal, mail) for information/assistance, exercising independent judgment and discretion.
• Performs receptionist duties for designated administrator(s) and responds to requests for information/assistance.
• Maintains and assumes responsibility for records and files.
• Assumes responsibility for inventory, ordering, and distribution of office supplies/equipment.
• Operate/Maintain/Train staff on appropriate office equipment.
• Receives, counts, and secures money, and records transactions, as assigned by the administrator(s).
• Assists the administrator in developing, compiling and preparing information and reports.
• Develop priorities, methods and procedures for effective performance of duties and office preparation.
• Assists administrator(s) in designated, routine administrative tasks.
• Exercises good judgment and confidentiality in conformance with district policy.
• Performs administrative secretarial duties, as assigned by administrator(s).

Minimum Qualifications

Below are the qualifications for this position:

• High School Diploma or GED Certificate (two years of applicable college or business school is preferred).
• Thorough knowledge of secretarial techniques and office procedures.
• Excellent interpersonal skills and ability to work with others.
• Typing skills with accuracy.
• Proficient Computer skills (e.g. Word Processing, Spreadsheet, Data Management, PowerPoint/or equivalent, Computerized Accounting Package).
• Proficiency in both written and oral English usage and proofreading.
• Ability to coordinate workload to meet established schedules/deadlines.
• Demonstrates ability to make decisions, to work under pressure and to exercise good judgment, discretion, and confidentiality in performance of duties.
• Ability to coordinate workload to meet established schedules/deadlines.
• Demonstrates pleasant, cooperative attitude.
• Demonstrates good attendance record (school or employment).
• Effective communication skills.

Physical Requirements

The following provides a brief description of physical requirements for this position:

While performing the duties of this job, the employee is regularly talking, expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. The employee must possess normal cognitive abilities including the ability to learn, recall and apply certain practices and policies. Frequently sitting and/or remaining in a stationary position for long periods of time. Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

PHYSICAL AND ENVIRONMENTAL CONDITIONS

The work of this class is generally performed in a school environment. Work may require the ability to move around the school and office spaces.

Pre-employment Requirements

• All persons employed by the Appoquinimink School District are required to submit a criminal background check and a tuberculosis test.
• Anyone offered employment is required to provide the following: proper identification (Social Security Card and Driver's License), documentation of eligibility for employment in the U.S.A., completion of I-9 form, and completion of paperwork for the Delaware Child Protection Registry.

ADA ACCOMMODATIONS DISCLOSURE

Under the Americans with Disabilities Act (ADA), the Appoquinimink School District is required to provide reasonable accommodations to qualified employees with disabilities, unless doing so would pose an undue hardship. Qualified employees must have the requisite skills, experience, education, and licenses for the job, and must also be able to perform the essential functions of the job, with or without reasonable accommodations.

NONDISCRIMINATION DISCLOSURE

The Appoquinimink School District is an equal opportunity employer that is committed to diversity, equity, and inclusion in its educational programs, services, and activities for all students and employees. The Appoquinimink School District does not discriminate or retaliate in the hiring, training, assignment, promotion/transfer of employees on the basis of race, creed, color, religion, national origin, age, sex, sexual orientation, domicile, marital status, handicap, or any other characteristic as outlined by federal, state, or local laws.

EVALUATION

Job performance will be evaluated by the Building Principal in accordance with established provisions.