Department Administrative Assistant

Title: Buildings And Grounds Secretary File 509

Reports To: Buildings And Grounds Supervisor

Qualifications: Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.). Documented evidence of a clear criminal record. Congenial telephone etiquette. Proficient in office protocol and the use of business equipment. Proficient in the use of business software and the maintenance of records. Proficient in data entry, spelling, proofreading, and the correct use of grammar. Bookkeeping skills and the ability to apply mathematical concepts. Multitasking ability and strong interpersonal skills.

Responsibilities: The following duties are representative of performance expectations. A reasonable and essential accommodation may be made to enable a qualified individual with a disability to perform essential functions. Functions: Performs secretarial and administrative support functions. Organizes and maintains a functional filing system that ensures the safe retention of office records. Keeps materials properly filed to maintain an orderly office. Upholds board policies and follows administrative procedures. Promotes a favorable image of the school district. Acknowledges visitors. Determines the reason for their visit. Answers questions. Verifies appointments. Directs visitors to the appropriate person or office. Refers inquiries requiring policy interpretation to administrative staff. Answers the telephone. Directs calls based on the nature of the inquiry. Takes messages. Manages calls efficiently to keep telephone lines open. Maintains an office calendar. Schedules appointments as directed. Dispatches personnel to address emergencies as needed. Helps communicate information about weather delays and emergencies. Prepares and maintains facility rental schedules (i.e., for school and public use). Processes required paperwork (e.g., contracts, fees, insurance, etc.).Strives to develop rapport with others. Respects personal privacy. Maintains the confidentiality of privileged information. Assists with the processing of incoming/outgoing work orders. Processes incoming, outgoing, and interoffice mail and faxes. Maintains an assignment record for buildings and grounds keys. Maintains vendor files. Obtains price quotes. Prepares comparative data (e.g., quality, new products, warranties, discounts, availability for delivery, etc.).Prepares data for financial forecasting. Helps prepare and distribute bid packages (e.g., public notices, specifications, proposal forms, etc.).Prepares purchase orders from approved requisitions. Maintains procurement information (e.g., transmittal letters, contracts, confirmations, warrants, negotiated price agreements, delivery dates, etc.). Processes approved invoices for payment. Helps maintain non-consumable fixed asset records. Updates the inventory list. Prepares an end-of-year inventory report. Maintains records and processes departmental time sheets. Processes Workers' Compensation claims for departmental employees. Arranges for buildings and grounds employee substitutes. Takes precautions to ensure student safety. Reports unauthorized persons or suspicious circumstances immediately. Reports evidence of suspected child abuse as required by law. Provides assistance to other departments as directed. Keeps current with advances in office technology. Updates office procedures. Participates in staff meetings and professional growth activities as directed. Accepts responsibility for personal decisions and conduct. Serves as a positive role model for others. Performs other specific job-related duties as directed. Abilities The following aptitudes and physical skills are essential for the successful performance of assigned duties.

Required: Demonstrates professionalism and maintains a positive work attitude. Takes the initiative to identify and solve problems independently. Works cooperatively to support a successful team effort. Communicates effectively using verbal, nonverbal, and writing skills. Reacts productively to interruptions and changing conditions. Operates office equipment efficiently and accurately. Lifts, carries, and/or moves work-related supplies and equipment. Maintains an acceptable attendance record and is punctual. Travels to meetings and work assignments. Working Exposure to the following situations may range from remote to frequent based on circumstances and factors that may not be predictable. Conditions: Potential for exposure to blood borne pathogens and communicable diseases. Potential for interaction with disruptive and/or unruly individuals. Exposure to adverse weather conditions and seasonal temperature extremes. Duties may require exposure to cleaning solvents, air borne particulates, and odors. Duties may require operating and/or riding in a vehicle. Duties may require prolonged use of a computer keyboard and monitor. Duties may require detailed paperwork. Duties may require working under time constraints to meet deadlines. Performance Job performance is evaluated according to the policy provisions adopted by the Beavercreek City School District Board of Education. The Beavercreek City School District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, sex, national origin, age, or disability. This job description summary does not imply that these are the only duties to be performed. This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.