CENTRAL UNION HIGH SCHOOL DISTRICT

Classified Job Description

June 2001; May 2023

Classification 19

Non-Exempt

Previously Staff Secretary II – Secretary to Head of Maintenance and Operations

MAINTENANCE, OPERATIONS, & TRANSPORTATION SUPPORT SPECIALIST

DEFINITION:

Under general supervision, independently performs a wide variety of technical and administrative duties in support of the maintenance, operations, custodial, and transportation departments; follows and interprets established policies, procedures, and rules; plans, coordinates, and organizes office activities; coordinates flow of communication and information; maintains records and reports for facility use, facilities and grounds maintenance, custodial services, and transportation services; performs related work as assigned.

EXAMPLES OF DUTIES: 

• Performs responsible technical and administrative duties in support of the maintenance, operations, and transportation departments.
• Serves as receptionist to vendors, staff, and the public; answers inquiries; schedules appointments; and exercises judgement in providing information concerning services offered by departments.
• Receives, screens, and directs calls, refers to appropriate staff, receives and transmits messages, routes voicemail messages.
• Receives warehouse deliveries, maintains logs and records, notifies intended recipients, and answers inquiries about shipments stored in the warehouse.
• Assists with the receipt, inventorying, and documentation of shipments received in the electronic financial system; uploads packing slips for auditing purposes.
• Processes requisitions and purchase orders through the electronic financial system; verifies the accuracy of receipts and invoices.
• Organizes budget and financial documents to monitor expenditures and maintains accurate fiscal records for department(s).
• Coordinates with business department to ensure proper account coding and to request transfers between accounts.
• Receives and/or prepares work order requests; determines priority; notifies supervisor of any emergency situations; monitors the completion of work orders and keeps other informed of status.
• Prepares ad-hoc reports about exiting open and aging work orders for supervisor and staff.
• Performs a variety of dispatching in support of student transportation functions, coordinate flow of communication between personnel to ensure proper and timely transportation of students.
• Enters and/or verifies department attendance information in the district’s absence management system and notifies supervisors of any discrepancies.
• Assists in placing substitutes/extra-help to ensure absences are covered in a timely manner and that student safety and educational process needs are met.
• Reviews and processes employee time sheets for overtime and for substitute/extra-help hours and submits to payroll in a timely manner.
• Collects and submits orders for department uniforms and ensures that each employee receives uniforms in line with applicable policies and procedures.
• Prepares, compiles, and maintains a variety of narrative, financial, statistical, and confidential reports, correspondence, documents, and files related to staff, operations, and activities.
• Requisitions, receives, stores, distributes, and maintains inventory of office supplies and materials, furniture, and equipment in accordance with established procedures.
• Serves as an informational resource to staff, faculty, parents, and public in matters pertaining to department operations and activities.
• Ensures deadlines are met and quality work is completed in a thorough and efficient manner.
• Assists with compiling, monitoring, and verifying department data entered into software programs and spreadsheets.
• Maintains supervisor and department calendars and facilities, schedules meetings, conferences, and appointments, and provides support in preparing for meetings and appointments.
• Schedules, attends, and records attendance and proceedings for a variety of meetings.
• Communicates and builds professional relationships with school and district personnel, parents, the public, and outside agencies to exchange information and to resolve concerns or issues.
• Receives, sorts, and distributes incoming and outgoing correspondence and mail.
• Maintains a high level of customer service to create a welcoming environment.
• Maintains lobby area and meeting rooms in a clean and orderly condition; organizes and updates bulletin boards.
• Operates standard office equipment including personal computers, printers, copiers, fax machines, scanners, calculators and other equipment and software as assigned.
• Makes recommendations and assists in the implementation of improvements to efficiency of department processes and procedures.
• Maintains a high level of confidentiality.
  • Understands and follows written and oral directions.
  • Maintains consistent, punctual, and regular attendance.

• Attends meetings, conferences and required training.

• Assists other personnel for the purpose of supporting them in the completion of work activities and with large projects.

• Performs related duties as assigned within the scope and skill level of the classification and that support the overall objective of the position and the department. 

KNOWLEDGE OF:

• Correct business English usage, grammar, spelling, punctuation, and vocabulary
• Modern office practices, procedures and equipment including filing systems.
• Telephone techniques and etiquette
• Recordkeeping and filing techniques.
• Methods and processes of statistical analysis and data reporting
• District organization, operations, policies and objectives related to assigned function.
• Computer skills and common office software

ABILITY TO:

• Communicate effectively and professionally both orally and in writing.
• Answer telephones and greet the public courteously.
• Perform varied and complex secretarial and clerical support duties.
• Operate computers and modern office equipment.
• Learn and operate new software applications, platforms, and programs.
• Perform data entry, typing, proofreading and word processing tasks.

• Learn, apply and interpret pertinent procedures, policies, laws, rules and regulations, and apply them with good judgment.
• Independently plan, organize, prioritize, and maintain responsibility for work processes, following policies and procedures, to meet schedules and timelines.
• Compose correspondence and written materials independently or from oral instructions.
• Establish and maintain a variety of filing systems.
• Establish and maintain cooperative and effective working relationships with others.
• Work independently with little direction
• Complete work with many interruptions; manage multiple tasks.
• Maintain the security of confidential materials and information, and work with discretion.
• Understand and follow oral and written directions.
• Relate effectively to people of varied academic, cultural, socio-economic backgrounds using tact, diplomacy and courtesy.
• Maintain reliable and punctual attendance.

PHYSICAL ABILITIES:

• Hearing and speaking to exchange information in person or on the telephone.
• Visual capability to read handwritten or typed documents and the display of various office machines, computers, and equipment.
• Dexterity of hands and fingers to operate a computer keyboard at an advanced rate and use modern office equipment.
• Sitting for extended periods of times
• Bending at the waist, kneeling, or crouching to file materials
• Ability to reach from overhead, waist level, ground level and horizontally to retrieve and store files and supplies.
• Lift and carry up to 30 pounds or less; occasionally up to 40 pounds.
• Operate office machines and equipment in a safe and effective manner.

REQUIRED EDUCATION, EXPERIENCE CERTIFICATES AND LICENSES:

• High school graduation or G.E.D. equivalent
• Three (3) years of increasingly responsible and varied clerical experience.
• Criminal justice fingerprint clearance
• Tuberculosis screening
• Bilingual (English/Spanish) skills highly desirable