As a Site Supervisor, you will work as part of a team to ensure the provision of a high quality environment is achieved throughout the Academy. You will be responsible for ensuring the buildings are secure, tidy and fit for purpose. Your duties will work in line with health and safety requirements to maintain the school grounds and take remedial action where hazards are identified.
ESSENTIAL DUTIES:
1. Prepare, review, and maintain spreadsheets, schedules, calendars, forms, and documents for school facilities-related projects.
2. Assist with District construction tracking and documentation.
3. Organize requests for facility use in collaboration with school site administration and office staff.
4. Assist with administration of school facilities fee.
5. Prepare requisitions and orders for facilities supplies, materials, and equipment with various vendors.
6. Collect District fees and provide reconciliation, reimbursement, and accounting report.
7. Assist District administrator in the coordination of the use of facilities process for District facilities, including the accepting, logging in, and organizing applications for the use of the Artist Theatre by school and community groups and organizations.
8. Provide backup for the printing, mailing, and reconciling of all District purchase orders using the OCDE purchase order system, including processing of 1099 requests and updating and maintaining vendor list.
9. Assist with the preparation of requests for facilities proposals (RFP’s) and bids.
10. Plan, organize, and perform a wide variety of specialized and responsible secretarial duties; schedule and coordinate various meetings and appointments.
11. Review and screen incoming correspondence and communications and prioritize for the assigned supervisor.
12. Receive telephone calls and office visitors, providing information involving interpretation of departmental procedures and policies.
13. Perform a wide variety of clerical and secretarial work, including typing, proofreading, filing, checking, and recording information.
14. May attend meetings and transcribe minutes.
15. Independently or from general instructions, compose correspondence and reports requiring a thorough knowledge of departmental policies and operational procedures; maintain confidentiality as necessary.
16. Assist with Risk Management responsibilities.
17. Assist with the calculation, collection, and processing of developer fees.
18. Process credit card payments.
19. Maintain and support software tools for facility use, work orders, facilities planning, facilities accounting, and others as needed to support office functions.
20. Develop presentations as needed in PowerPoint or similar software.
21. Under the supervision of the Director of Facilities, provide documentation and communication to vendors.
OTHER REPRESENTATIVE DUTIES:
1. Provide assistance to Business Services staff as necessary and requested.
2. Engage in cross-training on business functions and demonstrate knowledge to support office needs.
3. Participate in job-related or District training as required.
4. Other related duties as assigned.
QUALIFICATIONS:
Knowledge of:
1. Accounting systems and procedures.
2. The Civic Center Act.
3. Organization and coordination of specialized and responsible clerical and secretarial support functions; modern office methods and procedures including receptionist and telephone techniques.
4. Methods and techniques of filing and record keeping.
5. Correct English usage, grammar, spelling, punctuation, and vocabulary.
6. Oral and written communication skills.
7. District organization, operations, policies, and objectives.
8. Interpersonal skills using tact, patience, and courtesy.
9. Record-keeping and report preparation techniques.
Ability to:
1. Provide technical information and assistance concerning policies and procedures related to developer fees and facilities use.
2. Perform a variety of duties and provide assistance to the community and staff related to facility use.
3. Effectively and efficiently plan, organize, and coordinate requisition and purchase systems.
4. Apply, explain, and enforce rules, regulations, policies, and procedures.
5. Perform mathematical calculations quickly and accurately.
6. Make complex mathematical calculations and verify computation.
7. Answer telephones and greet visitors and the public courteously.
8. Understand and carry out oral and written directions.
9. Establish and maintain collaborative and cooperative working relationships.
MINIMUM QUALIFICATIONS:
Experience: Three years of experience in increasingly responsible secretarial experience which has included the exercise of independent judgment, preferably including experience in a public school system, or any combination of training and experience that could likely provide the desired knowledge and abilities.
Education: Equivalent to the completion of the 12th grade, supplemented by additional training in office organization and secretarial skills.
LICENSES AND OTHER REQUIREMENTS:
Willingness to acquire valid CPR and First Aid certifications issued by an authorized agency.
Personal Qualities:
1. Independent worker.
2. Maturity and good judgment.
3. Professional appearance.
4. Willingness to assume a wide range of responsibilities.
5. Willingness to learn new skills.
6. Willingness to continuously improve.
7. Pleasant interpersonal skills.
8. Good organizational skills.
9. Commitment to professional courtesy.
Job Types: Full-time, Part-time, Permanent, Temp to perm.
Pay: From £14.50 per hour.
Experience:
* School caretaker/facilities: 1 year (required).
Licence/Certification:
* Enhanced DBS (required).
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