JOB DESCRIPTION SUMMARY
The Secretary III, Plant Operations is directly supervised by the Director, Plant Operations and is responsible for supporting the administrative functions and general operations of the Plant Operations division of the Operations Department.
WORK MONTHS
12 Months
ESSENTIAL FUNCTIONS
1. Manage a high volume of email, mail, and telephone communications with District staff, external stakeholders, contractors, and vendors.
2. Support the administration of BoardDocs Pro for District Board meetings, including entering and maintaining legislative agenda items as needed.
3. Maintain office equipment and supplies and provide basic technical support to departmental staff.
4. Exercise independent judgment in responding to and facilitating the timely resolution of questions, concerns, and complaints received from internal and external stakeholders.
5. Maintain departmental files, records, documentation, and other information in accordance with established procedures.
6. Serve as a liaison between Plant Operations and internal and external stakeholders to coordinate school and site visits involving custodial staff, Maintenance, Facilities, inspectors, contractors, and other partners.
7. Process, maintain, and track permits, fees, reports, inspection documentation, and related correspondence between Plant Operations and external entities.
8. Develop and maintain trackers for District Supervisors to support compliance with recurring reporting requirements, including monthly fire drills, systems testing, and other required documentation.
9. Maintain records for custodial staff, including applicable licenses, certifications, and other compliance-related documentation, and monitor renewal requirements.
10. Prepare, maintain, and track formal communications and notifications between Plant Operations and other District departments.
11. Maintain departmental personnel records related to employment status and staffing actions, including bids, promotions, vacancies, transfers, retirements, resignations, and terminations.
12. Process invoices and monitor associated payments and checks.
13. Coordinate trash and recycling services among contracted vendors, the City of Pittsburgh, custodial staff, and the Grounds Foreman.
14. Coordinate facility access for state and local government agencies and third-party inspectors and process and maintain resulting documentation. Entities may include the Allegheny County Department of Elections, Allegheny County Health Department, City of Pittsburgh, and Department of Permits, Licenses, and Inspections.
15. Provide administrative and recordkeeping support to the Operations Department and Project Manager in maintaining compliance with Allegheny County Health Department Minor Source Operating Permit requirements.
16. Serve as Payroll Administrator for Plant Operations staff and Lead Custodians assigned to locations throughout the District.
17. Provide additional administrative and operational support, as needed and feasible, to the Director of Plant Operations, District Supervisors, Energy Management Coordinator, Pest Control Operator, Grounds Foreman, and other departmental staff.
18. Other relevant duties as assigned by supervisor in support of the department’s or school’s goals and objectives and the District’s mission and Superintendent’s Priority Goals.
EDUCATION REQUIRED
High School Diploma or GED (General Education Development) (Required)
Associate’s or Bachelor’s Degree (Preferred)
CERTIFICATION/LICENSURE REQUIRED
N/A
YEARS OF EXPERIENCE
3-5 years of related experience (Preferred)
KNOWLEDGE, SKILLS, & ABILITIES
- Excellent verbal, written, interpersonal, and customer service communication skills.
- Strong organizational skills and attention to detail, with the ability to manage multiple priorities and meet competing deadlines in a fast-paced environment.
- Demonstrated ability to exercise sound judgment, problem-solve, and appropriately prioritize and respond to time-sensitive issues.
- Ability to maintain accurate and organized records, files, trackers, and other administrative documentation.
- Ability to handle confidential and sensitive information with a high degree of discretion, professionalism, and diplomacy.
- Demonstrated ability to coordinate effectively with multiple internal departments, external agencies, contractors, vendors, and other stakeholders.
- Ability to work independently with minimal supervision while collaborating effectively as part of a team.
- Demonstrated proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
- Proficiency in, or demonstrated ability to learn, District administrative systems and software, including BoardDocs, Munis ERP, and Frontline Absence Management.
- Ability to learn and follow District policies, procedures, and administrative processes, as well as applicable reporting and compliance requirements.
- Ability to communicate and work effectively with culturally, educationally, and racially diverse internal and external stakeholders.
- Enthusiastic about the fundamental goal of advancing student achievement in an urban public school district.
- Value, demonstrate, and promote diversity, equity, and inclusion .
WORKING CONDITIONS & PHYSICAL REQUIREMENTS
The working conditions and physical requirements described here are representative of, but not limited to, those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made.
This position is generally sedentary in nature and works in a setting representative of an indoor office environment. This position may occasionally visit school indoor and outdoor facilities. Frequently this position utilizes a computer, telephone, radio system, and other equipment that would be expected to be found in an office. Sitting for extended periods of time. Some carrying and lifting of up to 50 pounds.
APPLICANT ELIGIBILE CRITERIA
N/A
CITY OF PITTSBURGH RESIDENCY REQUIREMENT
This position requires individuals to live in the territorial boundaries of the School District of Pittsburgh. If hired for this position you will be required to establish residence within three calendar months of your hire date with Pittsburgh Public Schools.
