Secretary to Director of Maintenance - Jasper Independent School District : Job Details

Primary Purpose: Under moderate supervision organize and manage the routine work activities of the director's department office and provide clerical support to a director or department head and other staff members. Qualifications:Education/Certification: High school diploma or GED Special Knowledge/Skills: Proficient skills in keyboarding, data entry, word processing, and file maintenance Ability to use software to develop spreadsheets and databases and do word processing Ability to prioritize workflow to address the multiple needs of the supervisor or the department Ability to multi-task numerous complex administrative activities Basic math skills Effective communication and interpersonal skills Experience: Three years secretarial experience Major Responsibilities and Duties: Records, Reports, and Correspondence

Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.

Compile, maintain, and file all reports, records, and other documents as required.

Accounting

Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.

Order and maintain inventory of office supplies and program equipment.

Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.

Other

Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.

Maintain a schedule of appointments and make travel arrangements for department staff.

Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.

Receive, sort, and distribute mail and other documents to department staff.

Maintain confidentiality of information.

Follow district safety protocols and emergency procedures.