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Duties

Job Summary: 
The Secretary to the Director of Buildings and Grounds performs a wide variety of clerical and secretarial duties to organize, coordinate, and schedule departmental activities. The secretary assists the Director and Assistant Director of Buildings and Grounds in completing administrative tasks necessary for an efficient and effective office and department.   

Primary Responsibilities:

• Performs secretarial and clerical tasks of a varied nature.
• Distributes mail and handles correspondence of the department, responding to routine requests for information.
• Types, reproduces, and distributes notices to staff.
• Processes orders for supplies and equipment that support the work of the Buildings and Grounds Department.
• Assists the Director and Assistant Director of Buildings and Grounds in securing quotes and invoices for services, supplies, and equipment.
• Communicates with vendors and District personnel to exchange information, resolve discrepancies, correct errors, and clarify issues related to invoices, statements, orders, and deliveries.
• Assists in monitoring and controlling expenditures to assure funds cover expenditures and are charged properly to the assigned account.
• Reviews timesheets submitted by department personnel for overtime, ensuring that the timesheet is accurate and complete.
• Creates forms, and compiles and organizes data and information necessary for the efficient operation of the department, and the completion of required District and State data collections.
• Works cooperatively with staff in other offices and departments to address large or time sensitive projects or emergencies.

Qualifications

Qualifications: 

• High school diploma or equivalent required.
• Graduate of a recognized program of secretarial studies preferred.
• Two years of experience as an office secretary or two years of experience as a school secretary.
• Experience with I-visions (Parallels), Frontline’s Absence Management platform, or related systems.
• Demonstrated proficiency using Microsoft Office programs, such as Word and Excel, Google applications, and other school-related software.
• Able to communicate effectively, verbally and in writing, with staff and the public in a clear, articulate, and courteous manner.
• Demonstrated proficiency in office related tasks such as typing, filing, and organization.
• Ability to positively react to change productively and handle additional tasks as assigned.
• Ability to exercise good judgment and work in an environment with frequent interruptions.
• Bilingual (Spanish) preferred.

Salary/Benefits

Salary:

• Starting hourly pay of $17.59.
• Hourly pay is commensurate with prior relevant experience as determined by the District.
• Paid vacation, sick days, and personnel days provided.
• The District offers a competitive benefits package, which includes health (Blue Cross Blue Shield), dental (MetLife), vision (VSP) and life insurance plans (2024-2025 CCSD130 Benefit Summary Guide).
• Reimbursement of up to $100 for goods and activities that promote wellness as part of the District's Employee Wellness Program.
• Employees will be paid an additional $2.00 per hour if they elect to waive their health insurance coverage.
• Employee assistance program offered to employees and their immediate family members.

Additional Notes

Working Conditions:

• Work Hours: 6:00 a.m. to 2:00 p.m.
• 12-month position.

Application Procedure: Submit application on-line www.district130.org

Link to District/Third Party Online Application Web Page

https://www.applitrack.com/district130/onlineapp/JobPostings/view.asp?FromAdmin=true&AppliTrackJobId=1922

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