Secretary, Executive Director of Facilities

Qualifications:

1. High school diploma or GED required
2. Three (3) years office experience preferred

FLSA status:

Non-exempt

Supervisor(s):

Director of Facilities 

Required knowledge, skills and abilities:

1. Skill in administrative detail.
2. Ability to keep business matters confidential.
3. Ability to type 50 words per minute.
4. Proficiency in technology programs such as Word, Excel, Access, etc.
5. Ability to communicate effectively via e-mail and other electronic communications.
6. Ability to deal with people in a pleasant, courteous manner.
7. Ability to use excellent business English, grammar, spelling and punctuation.
8. Ability to organize materials and maintain accurate records.
9. Ability to establish and maintain effective relationships with others.
10. Physical and emotional ability and dexterity to work and move about as needed in a fast-paced, high-intensive work environment.

Essential functions:

1. Receives, inspects all requisitions/purchase orders from all schools and the central office staff for completeness; assigns numbers and maintains a register.
2. Prepares and distributes all purchase orders after approval.
3. Maintains purchase order control for all funds.
4. Prepares requisition purchase orders for approval for all warehouse stock when the re-order point is reached.
5. Prepares a bid list on office supplies, stocked P.E. equipment, art equipment and printed materials. When received, prepares for distribution to each school.
6. Maintains an accounts receivable ledger and prepares a monthly statement of the invoices transmitted during the month.
7. Prepares correspondence, contracts and invoices for the rental of all school property and maintains a schedule of the rental dates.
8. Prepares catalogues with current bid prices of warehouse supplies and distributes to title programs and schools.
9. Maintains record ledger and files on all bid items required by the State Bid Law.
10. Prepares for bids and distributions the printed forms used by schools and central office.
11. Maintains current copies of vendors? catalogues and related materials.
12. Maintains current files of vendors requesting to be on the bid list.
13. Maintains perpetual utilities cost data for each school.
14. Maintains adequate forms and records as required by law and the State Department of Education.
15. Maintains updated files as designated.
16. Performs feasibility studies as directed.
17. Prepares payroll for maintenance, maid and custodial personnel.
18. Maintains records for architect and contractor payments for construction projects.
19. Maintains records of state provided bond money used in school construction projects.
20. Maintains records of all facilities insurance policies.
21. Takes leave time in accordance with Board policy and reports all absences to SubFinder in a timely manner.
22. Relays directives, when necessary, from the Director of Facilities to staff.
23. Assumes other reasonable and equitable job-related duties assigned by the immediate supervisor.

Terms of employment:

The terms of employment shall be in accordance with the provisions of the Board's Policy Manual, Fair Dismissal Act of Alabama and the Board's Salary Schedule - Central Office Administrative Support.

Evaluation:

Performance evaluation shall be in accordance with the provisions of the Board’s policy on Evaluation of Support Personnel - GCRK and GCRK - R.

SOURCE: Tuscaloosa City Schools, Tuscaloosa, Alabama
DATE: 7/1/96