Secretary - Bond Construction - Facilities Planning

Title

Secretary - Bond Construction

Department

Facilities Planning

Reports To

Director of Facilities Planning

Compensation

CIS 306

Days

226

Revised: 11/20/2025

PRIMARY PURPOSE:

The Bond Construction Secretary assists the Director with the preparation and management of the department's administrative requirements and assumes all clerical and secretarial functions pertaining to the office.

MINIMUM QUALIFICATIONS

Education and Certification Requirements

• High school graduate or GED equivalent
• Candidate must have satisfactory outcome of fingerprinting background check

Special Knowledge and Skills

• Ability to communicate and to maintain effective working relationships with administrators, teachers, other auxiliary personnel, students and the community
• Effective communication and interpersonal skills (oral and written)
• Leadership skills
• Strong Organizational skills
• Ability to maintain confidentiality
• Proficient skills with the use of personal computer and MS Office software to develop spreadsheets and databases and do word processing
• Ability to multi-task and problem solve
• Ability to meet established deadlines
• Basic math skills

Experience:

• Minimum of three (3) years of secretarial experience with an architectural or engineering firm preferred

MAJOR RESPONSIBILITIES AND DUTIES:

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

• Performs all clerical and secretarial functions for Facilities Planning department staff
• Receives, sorts, and distributes mail, correspondence and parcels for the department staff
• Operates multi-positioned telephone switchboard to relay incoming, outgoing and inter-office calls
• Assists with the preparation of bid documents for construction and maintenance projects, including notice to bidders, instruction to bidders, specifications and form of proposals
• Compiles Facilities Planning Department budget records and maintains various supplies and equipment for the department
• Maintains construction project files including records on purchase requisitions issued, partial pay applications, change orders, insurance certificates and other related contract documents
• Assists staff with archiving district wide Americans with Disabilities Act, Asbestos, MSDS, US Tank and lead Drinking Fountain documents for compliance with State and Federal regulations
• Maintains technical, general, warranty and permanent school files for maintenance and construction activities
• Schedules meetings and maintains appointment calendars
• Coordinates telephonic communications with principals, contractors, engineers, consultants and architects as applicable
• Maintains adequate stock of office supplies for the Facilities Planning Department.
• Performs data processing functions as applicable
• Maintains and reconciles Facilities Planning Department attendance records
• Assists in the preparation of staff reimbursement expense reports
• Assists with preparing requisitions for Bond expenditures and department purchases
• Assists with preparing Monthly Bond Construction Reports
• Assist with the tracking of Bond Funds
• Assist with the processing of payment application for Design Consultant & General Contractors
• Perform other duties as assigned, based on department needs
• Must complete designated district technology proficiencies each year
• Requires a basic knowledge of technology/computer skills
• Ability to use personal computer to access district programs, emails, and other resources
• Maintain a consistent professional demeanor and appearance
• Ensure compliance with the Texas Educator's Code of Ethics
• Daily attendance and punctuality at work are essential functions of the job

Supervisory Responsibilities:

N/A

Equipment Used:

• Basic Office equipment - personal computer, printer, calculator, multi-line telephone, software programs and peripherals, copier, fax, and other equipment applicable to position

Working Conditions:

Mental Demands:

• Ability to read, concentrate, communicate (verbally and written), interpret, reason, understand verbal instructions, memorize, coordinate, compile, compute, Work with frequent interruptions and maintain emotional control under stress

Physical Demands:

• Frequent: Sitting, standing, walking, climbing stairs and/or ramps, balancing, stooping, kneeling, crouching, crawling, pulling, pushing, reaching, repetitive hand motions, hearing, speaking clearly, visual acuity, distinguishing colors, driving, traveling.
• Occasional: Lifting, frequently 15-25 pounds; carrying, moderate, 15-44 pounds

Environmental Factors:

• Frequent exposure to: temperature extremes (hot and cold), humidity extremes, noise, low or intense illumination, vibration

Nondiscrimination Statement:

The Judson School District considers applicants for all positions without regard to race, color, national origin, age, religion, sex, marital or veteran status, the presence of a medical condition, disability, or any other legally protected status.