New Braunfels
Primary Purpose:
Assist with daily operations of maintenance and warehouse offices and perform general office work.
Qualifications:
Education/Certification:
High School Diploma or GED
Special Knowledge Skills:
Proficient skills in typing, word processing, and file maintenance
Effective communication and interpersonal skills
Ability to use personal computer and software to develop spreadsheets and databases and do word processing
Knowledge of basic accounting and inventory recordkeeping
Experience:
Three years of secretarial experience and one year computer experience
Major Responsibilities and Duties:
Records, Reports, and Correspondence
Prepare correspondence, forms, requisitions, and reports for maintenance and warehouse offices. Maintain physical and computerized department files. Maintain inventory records for storeroom supplies. Prepare routine forms such as sick leave, purchase orders, work orders, storeroom supply lists, custodial requisition forms, accident reports, etc Develop and utilize spreadsheet programs for storeroom supply inventory, budget projections, etc. Recommend quantities of supplies to be ordered. Prepares report of storeroom supplies for auditors. Keep files for department employees (i.e. injury reports, etc). Prepares purchase orders for maintenance/custodial items. Process all requests for storeroom and custodial supplies. Receptionist Answer incoming calls, take messages, and route them to appropriate staff Receive, sort and distribute mail and other documents to department staff. Accounting Perform routine bookkeeping tasks, including simple math operations to maintain accurate department budget records. Assist with preparation of purchase orders. Monitor and process personnel time records including leave requests and overtime reports. Data Entry Input all supply and equipment purchases information in computer. Input all operations data (work orders, etc) Other Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner. Sort and distribute mail and other documents to department staff. Maintain confidentiality of information. Submits request for vehicle maintenance and extra vehicle. Trains maintenance personnel in paperwork and office procedures. Notifies uniform company of any problems or changes in personnel. Superviory Responsibility:
None Equipment Used:
Computer, typewriter, printer, copier, fax machine, and calculator.
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used:
Standard office equipment including personal computer and peripherals
Posture:
Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion:
Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting
:
Occasional light lifting and carrying (less than 15 pounds)
Environment:
May work prolonged or irregular hours ;
occasional districtwide travel
Mental Demands:
Work with frequent interruptions; maintain emotional control under stress
Occasional districtwide and statewide travel; frequent prolonged and irregular hours.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
Assist with daily operations of maintenance and warehouse offices and perform general office work.
Qualifications:
Education/Certification:
High School Diploma or GED
Special Knowledge Skills:
Proficient skills in typing, word processing, and file maintenance
Effective communication and interpersonal skills
Ability to use personal computer and software to develop spreadsheets and databases and do word processing
Knowledge of basic accounting and inventory recordkeeping
Experience:
Three years of secretarial experience and one year computer experience
Major Responsibilities and Duties:
Records, Reports, and Correspondence
Prepare correspondence, forms, requisitions, and reports for maintenance and warehouse offices. Maintain physical and computerized department files. Maintain inventory records for storeroom supplies. Prepare routine forms such as sick leave, purchase orders, work orders, storeroom supply lists, custodial requisition forms, accident reports, etc Develop and utilize spreadsheet programs for storeroom supply inventory, budget projections, etc. Recommend quantities of supplies to be ordered. Prepares report of storeroom supplies for auditors. Keep files for department employees (i.e. injury reports, etc). Prepares purchase orders for maintenance/custodial items. Process all requests for storeroom and custodial supplies. Receptionist Answer incoming calls, take messages, and route them to appropriate staff Receive, sort and distribute mail and other documents to department staff. Accounting Perform routine bookkeeping tasks, including simple math operations to maintain accurate department budget records. Assist with preparation of purchase orders. Monitor and process personnel time records including leave requests and overtime reports. Data Entry Input all supply and equipment purchases information in computer. Input all operations data (work orders, etc) Other Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner. Sort and distribute mail and other documents to department staff. Maintain confidentiality of information. Submits request for vehicle maintenance and extra vehicle. Trains maintenance personnel in paperwork and office procedures. Notifies uniform company of any problems or changes in personnel. Superviory Responsibility:
None Equipment Used:
Computer, typewriter, printer, copier, fax machine, and calculator.
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used:
Standard office equipment including personal computer and peripherals
Posture:
Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion:
Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting
:
Occasional light lifting and carrying (less than 15 pounds)
Environment:
May work prolonged or irregular hours ;
occasional districtwide travel
Mental Demands:
Work with frequent interruptions; maintain emotional control under stress
Occasional districtwide and statewide travel; frequent prolonged and irregular hours.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.