Kalamazoo Public Schools is hiring: Administrative Secretary in Kalamazoo

Administrative Secretary - Facilities Management

Facilities Department

KSP, 12 Month, Range 11 $18.65 - $24.35 per hour

12 Month - Full Time

Scope of Responsibilities

Reports to the Director of Facilities Management. Compiles departmental reports and performs secretarial or other office work in order to maintain a consistent flow of work.

Performance Responsibilities

1. Assists the Director, General Supervisor, and Foremen in a variety of office administrative matters.
2. Interacts with other departments, administrative officials and personnel, outside contractors, vendors, and architects.
3. Is responsible for processing all invoices, pay applications, etc. for timely payment.
4. Schedules and runs monthly Munis reports.
5. Processes credit card statements monthly.
6. Performs office tasks as necessary including stenographic duties, bookkeeping, report-compiling, sorting, filing, reception, and telephone duties.
7. Organizes time schedules including scheduling appointments, meetings and structuring yearly activities for the office staff.
8. Calls designated people in cases of emergency occurring within the department in the absence of the supervisor.
9. Prepares spreadsheets and other factual reports.
10. Orders office supplies.
11. Invoices for materials used, rentals of leased buildings, etc.
12. Keeps clerical records on: custodial and maintenance absenteeism, absence report, pay authorizations, deductions from pay, etc.
13. Maintains confidential records.
14. Assumes routine office management tasks.
15. Performs other duties as assigned.

Minimum Qualifications

1. High School Diploma or equivalency.
2. Keyboarding and computer proficiency.
3. 3-5 years of experience working in an administrative-based or facilities office.
4. Expertise in streamlining workflows, coordinating, and executing administrative functions with high efficiency.
5. Evidence of leadership ability.
6. Proficient in the computer software programs utilized in the department.
7. Evidence of skill in written and verbal communications.
8. Ability to handle confidential material.
9. Knowledge of office organizations and management.
10. Ability to compile, organize, and prepare accurate written reports.
11. Evidence of a desirable work record (low absenteeism, flexibility, good performance).

Desirable Qualifications

1. Completion of classes in business administrations, office management, or leadership.
2. Excellent organizational and follow-through techniques.
3. Working knowledge of various computer software programs.

Please apply online at www.kpsjobs.com

Kalamazoo Public Schools is an Equal Opportunity Employer.