CURRENT HUMAN RESOURCE ACTIVITIES
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CENTRAL DAUPHIN SCHOOL DISTRICT POSITION DESCRIPTION
Position: Secretary II/240-Day – Facilities
Department: Facilities FLSA: Non-Exempt
Reports To: Buildings & Grounds Director
SUMMARY
Performs secretarial and office duties to support the operation of the Facilities & Building and Grounds Department of the district
ESSENTIAL DUTIES AND RESPONSIBILITIES
A. While the number and proportion of duties the employee will perform are dependent upon work volume, an employee in this category will perform the following duties for the Building and Grounds Department:
1. Process all data/forms/timecards necessary for payment of part-time, salaried, hourly and substitute employees.
2. Record keeping of absenteeism and coverage of absences by substitutes or with overtime.
3. Tracking/reporting overtime.
4. Data entry and distribution of work orders for preventative and general maintenance of any and all buildings and equipment within the district, or facility associated with the district.
5. Data entry of all work performed by the Maintenance staff.
6. Run and distribute reports of complete/incomplete work orders for supervisors, building principals and board meetings.
7. Maintain accurate lists of all Facilities employee’s contact information and building location, training records and scheduling of training sessions.
8. Files and updates all compliance materials and records including I.A.Q., M.S.D.S., blueprints, and asbestos documentation.
9. Communicates to Human Resources all changes with department staff (location, salary, position) and their personal information.
10. Distributes necessary information to all Facilities employees, including job bids and various memos or flyers.
11. Sorts and distributes all incoming internal and external mail and faxes to the appropriate individuals.
12. Prepares and distributes outgoing (internal & external) mail and faxes.
13. Prepares various correspondences, memos, forms, reports and lists for department management.
14. Communicates with vendors regarding services like – exterminators, trash collection and roof repairs.
15. Processes purchase orders and codes invoices as well as follow up with shipments.
16. Prepares invoices and mail; tracks reimbursable time for outside organizations use of our facilities.
17. Schedules pick-ups and drop offs of cell phones for service.
18. Organizes annual mandatory training seminar for all AFSCME employees.
19. Prepares employee badges, data entry for card access and video surveillance.
20. Runs monthly budget versus actual reports; handles data entry for School Dude.
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
QUALIFICATIONS
Knowledge and Skills: Excellent communication, organizational and telephone skills and strong mathematical aptitude with attention to detail a must. Good word processing skills. Microsoft Word and Excel computer skills. Sufficient human relations skills to communicate standard information, to employ lines of inquiry, and to maintain harmony in a work setting.
Abilities: Ability to work independently, perform all the duties of the position efficiently and effectively. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to analyze situations and accurately and adopt an effective course of action. Requires the ability to communicate with the public using courtesy, and in a manner that reflects positively on the department and District.
Physical Abilities: Sufficient hand/eye coordination and manual dexterity to keyboard; sufficient visual acuity to recognize words, letters and numbers.
Education and Experience: High School diploma. Three to five years in benefits administration and/or accounting clerk position and secretarial experience.
Terms of Employment: 12-month position
WORK ENVIRONMENT & PHYSICAL DEMANDS CHART - POSITION: SECRETARY II/240-DAY, FACILITIES
|PERCENTAGE OF WORK TIME |1-33% |34-66% |67-100% |PERCENTAGE OF WORK TIME |1-33% |34-66% |67-100% |PERCENTAGE OF WORK TIME |
|2. Sitting | |X | |DOES THIS JOB REQUIRE? |EXCHANGE OF IDEAS: |
|3. Twisting |X | | |17. Working in hot, cold, wet surrounds |X | | |31. Ability to express or exchange ideas |
|6. Climbing (Ascending |X | | |20. Potential exposure to communicable |X | | |Obtaining impressions through the eyes of the shape, size, distance, |
|descending) | | | |diseases | | | |motion, color or other characteristics of objects with or without adaptive|
| | | | | | | | |devices. |
|7. Bending/Stooping |X | | |21. Working near radiation sources |X | | |THE MAJOR VISUAL FUNCTIONS ARE: |
|8. Using arm muscles frequently or for extended periods. | |X | |22. |X | | |33. |
| | | | |Working | | | |Acuity, |
| | | | |with | | | |far - |
| | | | |hazardous | | | |clarity of|
| | | | |waste | | | |vision at |
| | | | |materials | | | |20 feet or|
| | | | | | | | |more. |
11. 2 - 10 Pounds | |X | |26. Potential for cuts and bruises |X | | |36. Field of vision - the area than can be seen up and down or the right or left while the eyes are fixed | |X | | |12. 11 - 20 Pounds |X | | |27. Using a calculator |X | | |on a given point. | | | | |13. 21 - 30 Pounds |X | | |28. Using a personal computer | | |X |37. Accommodation - adjustment of the lens of the eye to bring an object into sharp focus. This item is especially important when doing near-point work at varying distance from the eye. | | |X | |14. 31 - 40 Pounds |X | | |29. Regular Attendance/
Punctuality | | |X |38. Color vision - the ability to identify and distinguish colors. |X | | | |15. 41 - 50 Pounds |X | | |30. Ability to do Math
Literate | | |X | | | | | |
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