Custodian Coordinator Secretary

KCK • Kansas City, KS

3d • Onsite

About The Position

Provide assistance and office support for the efficient operation of the maintenance shop office operations, specifically in support of custodial activities; assist and direct visitors of the maintenance shop to the appropriate personnel. Perform secretarial duties and office support functions to assist the Coordinator of Custodial Services, shop foremen, Director and Assistant Directors as requested in order to meet the maintenance needs of the District. Assist the Coordinator of Custodian Services with taking and logging absentee calls from custodial staff. Assist Custodian staff with procedures and protocols regarding leave entries, provide direction by referring Board of Education Policy questions and various department forms as needed. Assist Custodians with the proper entry of necessary work order requests at all District locations. Coordinate custodial and HVAC services for approved facility uses through the Facility Scheduler program Assist with monitoring systems and temperatures on the Building Automation System, and communicate problems, issues and anomalies to pipefitter foreman. Maintain files, correspondences, and provide excellent customer service Compiles data (training records, budgets, purchase orders, work orders, etc.) for the purpose of preparing reports. Maintains a variety of manual and electronic document files and records for the purpose of providing up to date information and historical reference in accordance with established administrative guidelines and legal requirements. Processes a variety of documents and materials, for the purpose of supporting the department operations in compliance with established guidelines. Responds to inquiries from a variety of internal and external parties (district staff, other schools, government agencies) for the purpose of providing information and facilitating communication among parties/ or providing direction Ensure maintenance of office equipment Assist as needed with greeting all District staff and outside visitors, who are requested to sign in, and direct them to the appropriate personnel or location, or otherwise provide professional response to all callers. Assist Custodians, Foremen, maintenance staff and others with appropriate input of information into the District work order system. Assist in opening and sorting of incoming District mail File all paperwork associated with department administration staff requested. Provide other assistance to all secretarial and/or shop staff as need to ensure the cohesive and efficient operation of the shop office. Other duties as requested to assist with the operation of the shop office

Requirements

• High school, trade and/or vocational school graduation including courses in mathematics.
• Ability to confidently greet and direct the public and other District personnel in a pleasant and respectful manner
• Ability to plan, organize and assist all facets of office operations
• Ability to quickly learn new systems and equipment
• Knowledge of Office Secretarial duties (Educational or Construction field) preferred
• Functional knowledge of Google Workspace (Google Sheets, Google Docs) and/or Microsoft Office Suite, specifically Word & Excel.
• Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability is required to schedule a number of activities, meetings, and/or events; often gather, collate, and/or classify data; and use job-related equipment.
• Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using standardized methods.
• Ability is also required to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize a variety of job-related equipment.
• Independent problem solving is required to analyze issues and create action plans.
• Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is moderate to significant.

Nice To Haves

• Bilingual proficiency is highly desired and preference may be given to those candidates that can demonstrate such proficiency.

Responsibilities

• Perform secretarial duties and office support functions to assist the Coordinator of Custodial Services, shop foremen, Director and Assistant Directors as requested in order to meet the maintenance needs of the District.
• Assist the Coordinator of Custodian Services with taking and logging absentee calls from custodial staff.
• Assist Custodian staff with procedures and protocols regarding leave entries, provide direction by referring Board of Education Policy questions and various department forms as needed.
• Assist Custodians with the proper entry of necessary work order requests at all District locations.
• Coordinate custodial and HVAC services for approved facility uses through the Facility Scheduler program
• Assist with monitoring systems and temperatures on the Building Automation System, and communicate problems, issues and anomalies to pipefitter foreman.
• Maintain files, correspondences, and provide excellent customer service
• Compiles data (training records, budgets, purchase orders, work orders, etc.) for the purpose of preparing reports.
• Maintains a variety of manual and electronic document files and records for the purpose of providing up to date information and historical reference in accordance with established administrative guidelines and legal requirements.
• Processes a variety of documents and materials, for the purpose of supporting the department operations in compliance with established guidelines.
• Responds to inquiries from a variety of internal and external parties (district staff, other schools, government agencies) for the purpose of providing information and facilitating communication among parties/ or providing direction
• Ensure maintenance of office equipment
• Assist as needed with greeting all District staff and outside visitors, who are requested to sign in, and direct them to the appropriate personnel or location, or otherwise provide professional response to all callers.
• Assist Custodians, Foremen, maintenance staff and others with appropriate input of information into the District work order system.
• Assist in opening and sorting of incoming District mail
• File all paperwork associated with department administration staff requested.
• Provide other assistance to all secretarial and/or shop staff as need to ensure the cohesive and efficient operation of the shop office.
• Other duties as requested to assist with the operation of the shop office

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED