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.
