Plant Operations Secretary C

: JobID: 34215 Position Type: Secretary / Clerical/Department Secretary Date Posted: 4/22/2024 Location: Plant Operations Department Date Available: 08/26/2024 Closing Date: Until Filled Position / Title: Plant Operations Secretary C Bargaining Unit: DUSA Department/Location: Plant Operations Calendar Days: 260 Reports To: Plant Operations Office Manager JD Revision Date: 02/26/2024 Supervises: N/A Function / Position Summary Performs as a secretarial team member, ensuring the operational efficiencies of the Department. Demonstrates a high level of customer service to all stakeholders, meeting all timelines as assigned, while providing a functional, efficient, streamlined, and mutually supportive work environment. Job Duties / Responsibilities

• Maintains designated spreadsheets and all departmental files, both electronically and in hard copy.
• Processes work orders, PO's, Invoicing (A/P and A/R), and all other documents/forms required for the daily operation of the department.
• Assists with special projects as assigned.
• Provides reports as requested.
• Assists with phone duties as assigned.
• Assists with scheduling calendars, meetings, and trainings (office, supervisor, etc.) as requested.
• Other duties as assigned.

Education

• High School diploma or equivalent required.
• Bilingual - Spanish/English (written/verbal) preferred.

Experience / Knowledge

• Three to five years of experience.
• Three to five years of experience working with vendors and invoicing.
• Must be able to use effective filing systems for both hard copy and electronic filing.

Physical Demands

• Must be able to lift boxes weighing up to 25 pounds using proper technique.
• Must be able to drive a vehicle from building to building when requested.

SECRETARIAL CLASSIFICATION CRITERIA (As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education) CLASSIFICATION A (Proficiently demonstrates all criteria listed)

• Ability to communicate and interact with staff and co-workers in a professional manner
• Demonstrates positive customer service skills
• Demonstrates confidentiality
• Ability to work independently
• Ability to prioritize tasks Demonstrates organizational skills
• Keeps accurate filing
• Maintain appropriate inventories and online file management
• Able to use office machines (ex. laminator, fax, intercom, phone, copier)
• Accurate typing/keyboarding
• Working knowledge of computer programs
• Willingness and ability to learn

CLASSIFICATION B (Proficiently demonstrates all criteria listed, including classification A)

• Perform reception duties
• Perform student attendance duties
• Utilize excellent written and verbal communication skills (parents, staff and students)
• Responsible for tracking and balancing building/department expenditures (if applicable)
• Working knowledge of computer programs Word and Excel
• Willingness to learn and become proficient in advanced applications and specialized computer programs (Mail Merge, Student Information Systems, Business Portal, etc.)

CLASSIFICATION C (Proficiently demonstrates all criteria listed, including classification A+B)

• Demonstrates appropriate decision making in support of or in absence of director or supervising administrator
• Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building
• Proficient in specialized computer programs and applications
• Responsible for creating and initiating written and verbal communication (community and district officials/representatives)
• Responsible for maintaining director or supervising administrator calendar/schedule (if applicable)
• Responsible for office management, environment, staff, finances (banking and financial software)
• Ultimately responsible for coordination, organization, facilitation of district level department/building

Terms of Employment

• 12-month position.
• Salary and benefits as established by the Board of Education.

Salary Information

• $17.83 per hour
• 8 hours per day
• Benefit/pension eligible

JobID: 34215 Position Type: Secretary / Clerical/Department Secretary Date Posted: 4/22/2024 Location: Plant Operations Department Date Available: 08/26/2024 Closing Date: Until Filled Position / Title: Plant Operations Secretary C Bargaining Unit: DUSA Department/Location: Plant Operations Calendar Days: 260 Reports To: Plant Operations Office Manager JD Revision Date: 02/26/2024 Supervises: N/A Function / Position Summary Performs as a secretarial team member, ensuring the operational efficiencies of the Department. Demonstrates a high level of customer service to all stakeholders, meeting all timelines as assigned, while providing a functional, efficient, streamlined, and mutually supportive work environment. Job Duties / Responsibilities

• Maintains designated spreadsheets and all departmental files, both electronically and in hard copy.
• Processes work orders, PO's, Invoicing (A/P and A/R), and all other documents/forms required for the daily operation of the department.
• Assists with special projects as assigned.
• Provides reports as requested.
• Assists with phone duties as assigned.
• Assists with scheduling calendars, meetings, and trainings (office, supervisor, etc.) as requested.
• Other duties as assigned.

Education

• High School diploma or equivalent required.
• Bilingual - Spanish/English (written/verbal) preferred.

Experience / Knowledge

• Three to five years of experience.
• Three to five years of experience working with vendors and invoicing.
• Must be able to use effective filing systems for both hard copy and electronic filing.

Physical Demands

• Must be able to lift boxes weighing up to 25 pounds using proper technique.
• Must be able to drive a vehicle from building to building when requested.

SECRETARIAL CLASSIFICATION CRITERIA (As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education) CLASSIFICATION A (Proficiently demonstrates all criteria listed)

• Ability to communicate and interact with staff and co-workers in a professional manner
• Demonstrates positive customer service skills
• Demonstrates confidentiality
• Ability to work independently
• Ability to prioritize tasks Demonstrates organizational skills
• Keeps accurate filing
• Maintain appropriate inventories and online file management
• Able to use office machines (ex. laminator, fax, intercom, phone, copier)
• Accurate typing/keyboarding
• Working knowledge of computer programs
• Willingness and ability to learn

CLASSIFICATION B (Proficiently demonstrates all criteria listed, including classification A)

• Perform reception duties
• Perform student attendance duties
• Utilize excellent written and verbal communication skills (parents, staff and students)
• Responsible for tracking and balancing building/department expenditures (if applicable)
• Working knowledge of computer programs Word and Excel
• Willingness to learn and become proficient in advanced applications and specialized computer programs (Mail Merge, Student Information Systems, Business Portal, etc.)

CLASSIFICATION C (Proficiently demonstrates all criteria listed, including classification A+B)

• Demonstrates appropriate decision making in support of or in absence of director or supervising administrator
• Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building
• Proficient in specialized computer programs and applications
• Responsible for creating and initiating written and verbal communication (community and district officials/representatives)
• Responsible for maintaining director or supervising administrator calendar/schedule (if applicable)
• Responsible for office management, environment, staff, finances (banking and financial software)
• Ultimately responsible for coordination, organization, facilitation of district level department/building

Terms of Employment

• 12-month position.
• Salary and benefits as established by the Board of Education.

Salary Information

• $17.83 per hour
• 8 hours per day
• Benefit/pension eligible