Job Description
Montgomery Independent School District
Job Title: Maintenance Secretary Wage/Hour Status: Nonexempt
Reports to: Maintenance Director Date Revised: September 2026
Dept./School: Maintenance Pay Grade: PG 5/Clerical/Paraprofessional- 260 days
Primary Purpose:
Under minimal supervision, organize and conduct the routine work activities of the maintenance department and
provide clerical services to the director of maintenance.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Proficient keyboarding, data entry, word processing, and file maintenance skills
Knowledge of correct English usage, grammar, spelling, and punctuation
Knowledge of basic bookkeeping principles
Ability to use software to develop spreadsheets, databases, and do word processing
Ability to prioritize workflow to address the multiple needs of the supervisor or department
Ability to multi-task numerous complex administrative activities
Strong organizational, communication, and interpersonal skills
Experience:
Three years secretarial experience, preferably in public education environment
Major Responsibilities and Duties:
Records, Reports, and Correspondence
- Prepare correspondence, memorandums, forms, requisitions, and reports for maintenance office using personal
computer.
- Receive and process work orders and emergency requests for service.
- Compile, maintain, and file all reports, records, and other documents as required including preventive
maintenance data and work orders.
- Set up and maintain secure convenience files on all department employees in accordance with state, federal, and
district requirements. Coordinate file maintenance schedules with central office.
- Prepare and process utility bills for payment.
Phone
- Answer incoming calls, take messages, and route them to appropriate staff. Handle questions and requests that
fall within level of responsibility.
Accounting
- Perform routine bookkeeping tasks and maintain department budget records in an accurate manner.
- Order office supplies for department. Prepare purchase orders and payment authorizations as directed.
- Compile and report time records, approve payroll timesheets and requested days off for employees using
Skyward.
Data Entry
- Input all supply and equipment purchase information in computer.
- Input staff information in computer.
Other
- Order office supplies and uniforms for department.
- Welcome all visitors and manage their requests or refer them to appropriate personnel.
- Maintain effective rapport with the public and manage any problems or concerns in a prompt and courteous
manner.
- Maintain a schedule of appointments and make arrangements for conferences and interviews.
- Schedule training classes and make all travel arrangements as needed.
- Operate and maintain the online work order system.
- Follow established safety procedures and techniques.
- Report promptly to the supervisor any accident or illness of staff. Complete and submit Workman's
Compensation forms to district office when needed.
- Other duties as assigned by director.
- Promote, participate, and facilitate in a teamwork center manner.
- Complete all forms and send to district office.
Supervisory Responsibilities:
None.
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment, including computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Frequent repetitive hand motions; frequent keyboarding and use of mouse
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hours
Mental Demands: Maintain emotional control under stress; work with frequent interruptions
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an
exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
Name Printed ID # Campus/Dept.
Signature Date