Office Coordinator (Maintenance Department)

Gilroy Unified School District•Gilroy, CA

3d•Onsite

About The Position

To assist the Maintenance & Operations Manager in the administration of the department by performing a variety of complex and responsible secretarial and routine administrative support functions to direct and coordinate the work flow and activities processed through the department's office for district support, school site needs, and state department compliance. Employees in this classification receive limited supervision and operate within the board framework of policies and procedures. Employees in this classification may direct and coordinate the work of other clerical staff in a lead capacity. This job class requires in-depth knowledge of district/site operations and administrative procedures as well as a high level of secretarial skills and functions in a highly independent manner with speed and accuracy.

Requirements

Knowledge of office functions and clerical operations at a high level
Knowledge of proper office methods and practices including filing systems, receptionist and telephone techniques, and letter and report writing
Ability to type accurately at 50 words per minute (minimum)
Knowledge of correct English usage, spelling, grammar, and punctuation
Knowledge of basic financial record keeping methods and practices that include computerized programs
Ability to perform arithmetical calculations with speed and accuracy
Ability to understand and successfully apply a variety of complex directions to specific situations
Ability to direct and coordinate the work of other clerical staff
Ability to train staff in a variety of technical and procedural matters using technology
Proficient in computer use at a high level using district selected software programs
Ability to communicate effectively and tactfully in both oral and written form
Ability to establish and maintain a variety of record keeping, reference, and data collection systems
Ability to analyze situations and take appropriate action in a variety of procedural matters without immediate supervision
Ability to prioritize and coordinate work flow and timelines for self and others
Ability to operate a variety of office equipment such as calculator, transcriber, copy machine, computer terminal, printer, with speed and accuracy at a high level
Ability to maintain confidentiality in the performance of duties
Ability to establish and maintain effective work relationships with those contacted the performance of required duties
High School Diploma
Three years of increasing responsible clerical experience

Responsibilities

Acts as secretary/clerical support the Maintenance & Operations Manager; performing a wide variety of complex and responsible clerical and secretarial duties
Directs and coordinates office personnel; assisting in the performance of a wide variety of the more difficult clerical assignments
Reviews work of office staff for accuracy and compliance to establish standards and assists in the evaluation of office staff
Takes and/or transcribes dictation of letters, memoranda, and other documents
Acts as receptionist for department, screening visitors and phone calls and responding to routine requests.
Maintains confidential files and appointment schedule for the Maintenance and Operations Manager, setting up and arranging meetings and other functions
Acts as resource person to principals, teachers, parents, staff and the general public regarding general and specific information on the policies, procedures, and activities of the maintenance department
Collects necessary information and maintains a variety of logs and records as required both paper and computerized information
Orders materials, supplies, and equipment; maintains records of purchase orders, invoices, and department budgets and inventories and logs same upon arrival
Maintains records of district employees such as timesheets, personnel transactions, absences, etc.
Maintains routine bookkeeping records; transferring and depositing budget fund transfers as approved by the Maintenance & Operations Manager
Assists Maintenance & Operations Manager with gathering/calculating budget requests and preparing reports
Guides and instructs other employees in their work regarding clerical and computer file information
Reviews and verifies reports, records, and other material for accuracy, completeness, and conformity with established standards
Composes and types correspondence, memos, and/or reports on own initiative, from marginal notes, and/or form oral and written directions
Compiles reports and other materials requiring the use of independent judgment and knowledge in assembling and categorizing the data
Uses the computerized work order system to track, monitor and inventory work requests and supplies needed in an accurate and timely manner
Uses/reviews district facility use for scheduling of services and repairs to be completed under the Maintenance Department
Uses established software programs for the Maintenance Department with speed and accuracy generating accurate reports
Distributes materials and information to principals, teachers, and other staff members and ensures timely responses
Maintains and prepares attendance reports and payroll for permanent and temporary employees