BUILDINGS AND GROUNDS SECRETARY
I. ACCOUNTABILITY OBJECTIVES:

To serve as secretary to the Director of Buildings and Grounds. Under supervision, to perform office work and records management tasks according to prescribed policies and procedures.

II. POSITION CHARACTERISTICS:

Salary: On schedule
Length of contract:  12 months

III. POSITION RELATIONSHIPS:

Reports to: Executive Director of Business, Director of Buildings and Grounds
Coordinates with: Buildings and Grounds staff, central office staff
Type of coordination:  As directed by administrator or others with coordination responsibilities

IV. POSITION QUALIFICATIONS:

  1. Desired training and experience: graduation from high school; vocational school program in business related subjects including typing and records management; responsible secretarial experience; experience/training in word processing and/or computers.
  2. Special requirements of the position:
    1. Above average typing ability. 
    2. Ability to perform a variety of clerical work tasks. 
    3. Knowledge of business English and spelling. 
    4. Ability to operate a variety of office machines, including computers and transcribers. 
    5. Knowledge of records management procedures. 
    6. Ability to establish and maintain effective public and working relationships, and to provide exemplary telephone reception. 
    7. Ability to develop and maintain accurate records.

V. POSITION RESPONSIBILITIES:

  1. Calls substitute custodians.
  2. Assists with weekly report on unemployed; daily report on temporary staff (hours, days, places); daily record of absences; daily record of substitutes.
  3. Assists with payroll cards for temporary staff, overtime records, extended absences, employee work schedules.
  4. Distributes requisitions for maintenance and special purchases in Buildings and Grounds department.
  5. Assists with custodial supplies inventory, records of vendors for Buildings and Grounds, fuel consumption records, energy reports, and mechanical records.
  6. Does basic proofreading, filing and record keeping and other clerical tasks as needed.
  7. Types invoices and keeps records for building rentals.
  8. Operates the computer for the Central Warehouse Inventory System: warehouse orders, reports, inventory, and purchases.
  9. Keeps records of work requests, hauling requests, asbestos files, and blue prints.
  10. Designs and develops program formats used for various data areas and storage.
  11. Performs other duties as required.

(12/88)

(Revised 10/96)