Secretary - Bond Construction - Facilities Planning

Judson Indep School District•Live Oak, TX

1d•Onsite

About The Position

The Bond Construction Secretary assists the Director with the preparation and management of the department’s administrative requirements and assumes all clerical and secretarial functions pertaining to the office.

Requirements

High school graduate or GED equivalent
Candidate must have satisfactory outcome of fingerprinting background check
Ability to communicate and to maintain effective working relationships with administrators, teachers, other auxiliary personnel, students and the community
Effective communication and interpersonal skills (oral and written)
Leadership skills
Strong Organizational skills
Ability to maintain confidentiality
Proficient skills with the use of personal computer and MS Office software to develop spreadsheets and databases and do word processing
Ability to multi-task and problem solve
Ability to meet established deadlines
Basic math skills
Minimum of three (3) years of secretarial experience with an architectural or engineering firm preferred
Ability to read, concentrate, communicate (verbally and written), interpret, reason, understand verbal instructions, memorize, coordinate, compile, compute
Work with frequent interruptions and maintain emotional control under stress

Responsibilities

Performs all clerical and secretarial functions for Facilities Planning department staff
Receives, sorts, and distributes mail, correspondence and parcels for the department staff
Operates multi-positioned telephone switchboard to relay incoming, outgoing and inter-office calls
Assists with the preparation of bid documents for construction and maintenance projects, including notice to bidders, instruction to bidders, specifications and form of proposals
Compiles Facilities Planning Department budget records and maintains various supplies and equipment for the department
Maintains construction project files including records on purchase requisitions issued, partial pay applications, change orders, insurance certificates and other related contract documents
Assists staff with archiving district wide Americans with Disabilities Act, Asbestos, MSDS, US Tank and lead Drinking Fountain documents for compliance with State and Federal regulations
Maintains technical, general, warranty and permanent school files for maintenance and construction activities
Schedules meetings and maintains appointment calendars
Coordinates telephonic communications with principals, contractors, engineers, consultants and architects as applicable
Maintains adequate stock of office supplies for the Facilities Planning Department.
Performs data processing functions as applicable
Maintains and reconciles Facilities Planning Department attendance records
Assists in the preparation of staff reimbursement expense reports
Assists with preparing requisitions for Bond expenditures and department purchases
Assists with preparing Monthly Bond Construction Reports
Assist with the tracking of Bond Funds
Assist with the processing of payment application for Design Consultant & General Contractors
Perform other duties as assigned, based on department needs
Must complete designated district technology proficiencies each year
Requires a basic knowledge of technology/computer skills
Ability to use personal computer to access district programs, emails, and other resources
Maintain a consistent professional demeanor and appearance
Ensure compliance with the Texas Educator’s Code of Ethics
Daily attendance and punctuality at work are essential functions of the job