Building & Grounds Department Secretary

The Building & Grounds Department Secretary is the lead office contact for the facilities department with the primary goal of providing administrative support in the coordination of the day-to-day activities of the department on behalf of the CFO and Director of Building Operations. Please see the attached URL for a comprehensive position description.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

Provide complete administrative support to the CFO, Director of Building Operations, maintenance supervisors, custodial leadership, and Buildings & Grounds staff.

Maintain strict confidentiality of employee, payroll, personnel, vendor, and district records in accordance with district policies.

Process all invoices relating to department purchase orders, including blankets PO's, quotes, and requisitions for the maintenance and custodial budget and service building construction accounts.

Assist administrative staff in developing department budget, setting up budget accounts, with weekly monitoring of balances.

Account reconciliation of petty cash, deposits, P-Card transactions.

Process department related new vendor setup in the district's financial software.

Primary contact for department software systems (i.e. training, work order, facility mapping and warehouse inventory software).

Prepare correspondence, reports, meeting agendas, memos, presentations, and other departmental documents.

Schedule meetings, inspections, training, interviews, and department events.

Receive, track, and prioritize maintenance and custodial requests through the district work order system primary contact for department software systems.

Dispatch work requests to appropriate staff and monitor completion status.

Maintain prevention maintenance schedules and service records.

Coordinate communication between schools, vendors, contractors, and Building & Grounds staff.

Assist with emergency response coordination and after-hours communication as needed.

Work with vendors regarding deliveries, pricing, and service issues.

Assist with scheduling building use requests, facility rentals, and event support needs.

Maintain records related to inspections, permits, safety documentation, and compliance requirements.

Support planning and coordination of summer projects, moves, and district-wide maintenance activities.

Maintain district key/card access records and department filing systems.

Support recruitment activities including posting positions, scheduling interviews, and maintaining applicant records.

Serve as the primary point of contact for staff and community members and provide oversight to the district's facility-use program.

Serve as point of contact for principals, staff, vendors, and community members regarding Building & Grounds operations.

Provide excellent customer service and maintain positive working relationships with district stakeholders including answering and directing phone calls, emails, radio communication, and public inquiries in a professional manner.

Communicate delays, project updates, and operational information to schools and departments.

Serve as the district primary point of contact for district property insurance claims.

Responsible for All District Environmental and Hazard Compliance recordkeeping, including but not limited to asbestos record keeping, surveillance, release episodes and abatement projects.

Maintain records for OSHA, safety training, SDS documentation, regulatory compliance.

Assist with department initiatives related to safety, sustainability, operational efficiency and emergency preparedness documentation and department procedures.

Administer bids, RFP's and Specifications. Work with subcontractors on behalf of the buildings and grounds department.

Maintain district utility usage records and reporting.

Assist in the time-tracking and/or approval of staff timesheets, payroll documentation, overtime tracking, and substitute coverage records.

Keep accurate records of all projects performed annually.

Assist in the completion of department Accident / Incident Reports.

Organize staff in-service(s) and on-line training, including maintaining certifications, licenses, and compliance documentation for staff.

Management and record keeping of district vehicle fleet.

Oversee department staff vacation schedules.

Administer staff on-boarding process (seasonal and regular full-time staff).

Regular attendance is an essential function of this position.

Assist with special projects, operational initiatives, and other duties as assigned.