FACILITIES ASSOCIATE - Wicomico County Public Schools : Job Details

SALARY (Non negotiable)

$40,726 - $54,184 with employee benefits package

Paygrade 8

HOURS

12 months, 40 hours, 260 days

Bargaining Unit: This position is part of the non-supervisory support services bargaining unit

FLSA: Non-exempt

QUALIFICATIONS

High school diploma. An associate's degree in secretarial studies or related field preferred.

Proficient in programs including, but not limited to, word processing and spreadsheets.

Seven (7) years of progressively responsible experience in the secretarial or administrative field, preferably with WCPS or another school system.

Ability to maintain a high level of confidentiality.

Capacity to act independently with regard to daily assignments requiring the organization of materials, handling of routine administrative details, preparation of reports, and sound decision-making.

Excellent organizational and technology skills.

Considerable knowledge of business English, spelling, general vocabulary, and arithmetic

Considerable knowledge of modern office practices, procedures, and equipment.

Considerable knowledge of the general organization and functions of the major units of Wicomico County Public Schools.

Ability to organize and assist in a wide variety of projects.

Ability to answer inquiries and assist the general public in a courteous manner.

Ability to keep complex records, assemble and organize data and prepare reports from such records.

Ability to compose memoranda and letters from general instructions.

Ability to carry out continuing assignments independtly.

Ability to handle confidential and controversial matters with judgment and tact

Ability to operate word processing equipment and to complete complex word processing tasks.

RESPONSIBILITIES

Provide advanced level administrative assistance to the Director of Facilities M/O/E.

Receive and screen visitors, answers inquiries regarding unit operations.

Maintain calendars and commit supervisor's and/or staff to appointments. Make travel arrangements when needed.

Receive, screen and route mail.

Answer telephones, provide information, take messages, screen and route calls to appropriate staff.

Answer inquiries regarding programs and services, explaining requirements and assisting callers in completing forms or other actions.

Attend meetings and take notes as required.

Research and compile information for reports and other purposes. Prepare written materials from drafts, machine or oral dictation, verbal instructions or independently.

Set up fleet service, maintain fleet key control and fleet inventory documents.

Initiate actions to keep administrator and staff informed of department operations.

Arrange meetings and coordinate schedules of administrator, staff and others. Assemble files and data as needed.

Maintain department level correspondence controls such as tickler files. Follow up on assigned responses, due dates, reviewers and signatures.

Prepare formal document packages for the Director to review for submission the Asst. Superintendent for action, which involves assembling all required documents, editing and correcting materials, preparing charts, tables, and memoranda.

Maintain and control important and confidential records kept at department level.

Maintain administrative manuals and guides, update with new issuances as they arrive and ensure the office possesses full and complete sets of such items. Research such materials to locate applicable guides for supervisor, staff or personal use. Interpret and apply such guides to office management operations.

Responsible for the development, coordination, editing and preparation of the annual Holiday Operational Guidelines Information Packet that the Director submits to the Asst. Supt of Instruction and Emergency Preparedness Manual for state submission.

Obtain, gather and organize pertinent data as needed.

Performs skilled word-processing producing a variety of documents (letters, memos, reports, psychological evaluations, bid documents, announcements, forms, etc.) from rough draft copy, machine dictation, verbal instructions, sketches and brief notes.

Serve as Kronos editor reviewing time and attendance for approximately 220 staff.

Miscellaneous items of responsibility: Department organizational charts (VISIO), custodial assignment lists, contractual work schedules, maintenance teams list, End of Year Responsibilities, notify IT Assistant of department phone listing changes, weekly AED equipment inspections and logs, scheduling of all Facilities conference rooms, maintain file for OSHA reportable logs, distribution of all staff information postings and information.

Perform related work as required.