BOND FUND SECRETARY
JOB DESCRIPTION JOB TITLE: CONSTRUCTION/BOND FUND SECRETARY SALARY LEVEL: Schedule – D
DEPARTMENT: Maintenance REPORTS TO: Director, Maintenance and Construction; Supervisor, Maintenance and Construction
QUALIFICATION REQUIREMENT: To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION AND/OR EXPERIENCE: Associates Degree (A.A.) or equivalent from two - year college, technical school, or business college; or five years related experience and/or training; or equivalent combination of education and experience. LANGUAGE AND GRAMMAR SKILLS: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, and the general public. MATHEMATICAL SKILLS: Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited
standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly to use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to stand; walk; climb; or balance; and stoop; kneel, crouch, or crawl. The employee will also be required to sit and occasionally may be required to climb or balance. The employee must occasionally lift and/or move up to 100 pounds, and frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. While performing the duties of this job, the employee usually will be required to work in a normal business office environment however, on occasion, may be required to accompany Director; Maintenance and Construction and/or Supervisor; Maintenance and Construction to school or construction sites. The employee may on occasion be exposed to fumes or airborne particles. The noise level in the work environment will vary from moderate to extremely loud. LEADERSHIP: This position carries a great responsibility in providing leadership and support to all members of the Mid-Del Team. Indicators
listed below are the key elements to the expectationsfor this position and successful leadership. Contributes to the group and shares problem-solving tasks. Appreciates and respects diversity in perspective, opinions, and suggestions. Exhibits Trust – trusts others and serves as a trusted colleague. Addresses conflicts with professionalism. Focuses on group goalswith a good measure of “Team Spirit”. Shares knowledge timely and openly with Team members. Commits to helping and mentoring others to obtain success. JOB GOAL: Must be loyal, and capable of keeping sensitive information confidential. Must project a professional manner to co-workers as well as the general public. Must promote communications and adequate information flow and provide for capable succession of responsibilities to Maintenance Clerk in the event of sickness or injury so as not to disrupt the normal business functions of the office of the Maintenance Department. SUPERVISORY RESPONSIBILITIES: Supervision of Maintenance office staff as outlined and defined by the Director; Maintenance and Construction or Supervisor; Maintenance and Construction. SPECIFIC JOB DUTIES, TASKS, AND RESPONSIBILITIES:
1. Serves as the secretary for the Director of Maintenance and Construction. Maintains office routine and implements filing system as approved by Director; Maintenance and Construction. 2. Employee must be neat in appearance, conservative in dress, courteous, reliable, dependable, and tactful in dealing with others in person or by phone, and require minimum supervision. 3. Follows plan as outlined by Director; Maintenance and Construction or Supervisor; Maintenance and Construction to insure adequate secretarial development and to provide for capable succession on an interim basis if necessary.
4. Complies with procedures and controls to promote communications and adequate information flow throughout Maintenance Department. 5. Receives and categorizes incoming mail. Initiates action as required or distributes to appropriate section or individual for further review/action. 6. Takes dictation, prepares/processes correspondence, memos, and directives. 7. Maintain Director's appointment calendar. Schedule personal appointments/meetings as necessary and inform Director of status as well as coordinating Director's calendar with Supervisor's whenever necessary. 8. Occasionally make appointments for Supervisor, Foremen, Chief/Lead Journeymen, and other Maintenance employees if required. 9. Greets and receives general public, contractors, vendors, architects/engineers, applicants, and other visitors. 10. Communicate with vendors, architects, contractors, or other individuals on maintenance projects to obtain/convey information. 11. Provide general information to authorized persons requesting maintenance assistance or information. 12. Initiates requisitions for material, services, or supplies as required for Director's signature. Maintain requisitions/purchase order files. 13. Assist in the preparation of bid notices, proposals, and specifications;, and forward to prospective bidders. Accept bids, prepare bid recaps, and may be required to initiate correspondence between owner, architects, and contractors on projects and bids. 14. Processes maintenance requests 15. Accepts and forwards employment applications to Supervisor; Maintenance and Construction.
16. Maintains district project files, bid files, subjective and information files as required. 17. Receives delivery tickets, verifies billings, maintains account records, and sets up payment on all department purchases. 18. Establishes and maintains contract files, funds and payment records and correspondence/project files on contract construction projects with general contractors and architects. 19. Assembles maintenance items for board agenda and board packets for monthly board meetings and forwards to proper individuals as instructed by Director; Maintenance and Construction. 20. Prepares weekly time sheets, maintains leave records, and reports. Informs Director; Maintenance and Construction or Supervisor; Maintenance and Construction of status and forward to central administration personnel office as instructed. 21. Responsible for the completion of worker compensation accident forms and the forwarding to insurance specialists at the central administration building. 22. Maintain long distance telephone log sheets and submit to Child Nutrition office. 23. Must have the ability/skills to operate calculators, typewriters, copy machines, computers and various software programs to include but not limited to word processors and spread sheet programs. 24. Assists Maintenance Clerk in receiving emergency trouble call-in work requests, determines proper response action required and the dispatching of proper maintenance personnel by direct verbal communications or by twoway radio communications. 25. Must be skilled in proper time management. 26. May on occasion be required to work overtime hours.
27. May on occasion be asked to assist Executive Director of Operations in the day to day operations of that office for varying lengths of time. 28. Must work closely with the Executive Director of Operation’s office in the preparation, tracking and oversight of multiple District Bond projects. 29. Must currently possess and maintain a current Oklahoma Operators License for motor vehicles. Employee must also have a clean driving record. 30. Other duties and responsibilities as assigned by Director; Maintenance and Construction or Supervisor; Maintenance and Construction.
DEPARTMENT: Maintenance REPORTS TO: Director, Maintenance and Construction; Supervisor, Maintenance and Construction
QUALIFICATION REQUIREMENT: To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION AND/OR EXPERIENCE: Associates Degree (A.A.) or equivalent from two - year college, technical school, or business college; or five years related experience and/or training; or equivalent combination of education and experience. LANGUAGE AND GRAMMAR SKILLS: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, and the general public. MATHEMATICAL SKILLS: Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited
standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly to use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to stand; walk; climb; or balance; and stoop; kneel, crouch, or crawl. The employee will also be required to sit and occasionally may be required to climb or balance. The employee must occasionally lift and/or move up to 100 pounds, and frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. While performing the duties of this job, the employee usually will be required to work in a normal business office environment however, on occasion, may be required to accompany Director; Maintenance and Construction and/or Supervisor; Maintenance and Construction to school or construction sites. The employee may on occasion be exposed to fumes or airborne particles. The noise level in the work environment will vary from moderate to extremely loud. LEADERSHIP: This position carries a great responsibility in providing leadership and support to all members of the Mid-Del Team. Indicators
listed below are the key elements to the expectationsfor this position and successful leadership. Contributes to the group and shares problem-solving tasks. Appreciates and respects diversity in perspective, opinions, and suggestions. Exhibits Trust – trusts others and serves as a trusted colleague. Addresses conflicts with professionalism. Focuses on group goalswith a good measure of “Team Spirit”. Shares knowledge timely and openly with Team members. Commits to helping and mentoring others to obtain success. JOB GOAL: Must be loyal, and capable of keeping sensitive information confidential. Must project a professional manner to co-workers as well as the general public. Must promote communications and adequate information flow and provide for capable succession of responsibilities to Maintenance Clerk in the event of sickness or injury so as not to disrupt the normal business functions of the office of the Maintenance Department. SUPERVISORY RESPONSIBILITIES: Supervision of Maintenance office staff as outlined and defined by the Director; Maintenance and Construction or Supervisor; Maintenance and Construction. SPECIFIC JOB DUTIES, TASKS, AND RESPONSIBILITIES:
1. Serves as the secretary for the Director of Maintenance and Construction. Maintains office routine and implements filing system as approved by Director; Maintenance and Construction. 2. Employee must be neat in appearance, conservative in dress, courteous, reliable, dependable, and tactful in dealing with others in person or by phone, and require minimum supervision. 3. Follows plan as outlined by Director; Maintenance and Construction or Supervisor; Maintenance and Construction to insure adequate secretarial development and to provide for capable succession on an interim basis if necessary.
4. Complies with procedures and controls to promote communications and adequate information flow throughout Maintenance Department. 5. Receives and categorizes incoming mail. Initiates action as required or distributes to appropriate section or individual for further review/action. 6. Takes dictation, prepares/processes correspondence, memos, and directives. 7. Maintain Director's appointment calendar. Schedule personal appointments/meetings as necessary and inform Director of status as well as coordinating Director's calendar with Supervisor's whenever necessary. 8. Occasionally make appointments for Supervisor, Foremen, Chief/Lead Journeymen, and other Maintenance employees if required. 9. Greets and receives general public, contractors, vendors, architects/engineers, applicants, and other visitors. 10. Communicate with vendors, architects, contractors, or other individuals on maintenance projects to obtain/convey information. 11. Provide general information to authorized persons requesting maintenance assistance or information. 12. Initiates requisitions for material, services, or supplies as required for Director's signature. Maintain requisitions/purchase order files. 13. Assist in the preparation of bid notices, proposals, and specifications;, and forward to prospective bidders. Accept bids, prepare bid recaps, and may be required to initiate correspondence between owner, architects, and contractors on projects and bids. 14. Processes maintenance requests 15. Accepts and forwards employment applications to Supervisor; Maintenance and Construction.
16. Maintains district project files, bid files, subjective and information files as required. 17. Receives delivery tickets, verifies billings, maintains account records, and sets up payment on all department purchases. 18. Establishes and maintains contract files, funds and payment records and correspondence/project files on contract construction projects with general contractors and architects. 19. Assembles maintenance items for board agenda and board packets for monthly board meetings and forwards to proper individuals as instructed by Director; Maintenance and Construction. 20. Prepares weekly time sheets, maintains leave records, and reports. Informs Director; Maintenance and Construction or Supervisor; Maintenance and Construction of status and forward to central administration personnel office as instructed. 21. Responsible for the completion of worker compensation accident forms and the forwarding to insurance specialists at the central administration building. 22. Maintain long distance telephone log sheets and submit to Child Nutrition office. 23. Must have the ability/skills to operate calculators, typewriters, copy machines, computers and various software programs to include but not limited to word processors and spread sheet programs. 24. Assists Maintenance Clerk in receiving emergency trouble call-in work requests, determines proper response action required and the dispatching of proper maintenance personnel by direct verbal communications or by twoway radio communications. 25. Must be skilled in proper time management. 26. May on occasion be required to work overtime hours.
27. May on occasion be asked to assist Executive Director of Operations in the day to day operations of that office for varying lengths of time. 28. Must work closely with the Executive Director of Operation’s office in the preparation, tracking and oversight of multiple District Bond projects. 29. Must currently possess and maintain a current Oklahoma Operators License for motor vehicles. Employee must also have a clean driving record. 30. Other duties and responsibilities as assigned by Director; Maintenance and Construction or Supervisor; Maintenance and Construction.
