FY 27 Clerical III Maintenance Secretary The Clerical III Maintenance Secretary provides administrative, clerical, bookkeeping, purchasing, and customer service support to ensure the efficient operation of the Facility Maintenance & Construction Department. This position serves as the primary point of contact for maintenance-related communications and assists with budget management, purchase orders, inventory control, work order processing, record keeping, and departmental reporting. Minimum of High School Diploma or GEDThree years of responsible clerical experience preferred Prolonged periods of sitting, talking, and listening Prolonged use of hands and arms Lift and/or move 10 pounds Ability to adjust focus and use close vision Must be able to work onsite Communicates effectively with all stakeholders both written and verbal Knowledge of computer usages and modern office practices including use of Word and Outlook (email) Works with peers/supervisors in a considerate and cooperative manner and assists others when needed Organizational Skills Ability to adapt to changing work priorities and working with frequent interruptions Carries out work with a high degree of accuracy and strong attention to detail Must be able to successfully manage multiple tasks, projects, and responsibilities Administrative Support Provide administrative and clerical support to the Director of Maintenance and Operations and department personnel. Answer and route incoming telephone calls, emails, and service requests. Receive visitors and respond to inquiries from school personnel, vendors, contractors, and the public. Prepare correspondence, reports, memoranda, forms, and other departmental documents. Maintain departmental files, records, and documentation in accordance with district procedures. Schedule meetings, maintain calendars, and assist with departmental communications. Purchasing and Bookkeeping Prepare and enter purchase requisitions and purchase orders in accordance with district purchasing procedures. Verify receipt of goods and services and reconcile invoices, receipts, and supporting documentation. Maintain accurate records of expenditures and assist with monitoring departmental budgets. Process invoices for payment and communicate with vendors regarding orders, deliveries, billing, and payment issues. Assist in preparing budget reports, expenditure summaries, and financial records as requested. Maintain accurate records for audits and financial reviews. Inventory and Asset Management Maintain inventory records for maintenance supplies, custodial products, tools, equipment, and related materials. Monitor inventory levels and coordinate the ordering of supplies to ensure adequate stock. Conduct periodic inventory counts and reconcile inventory records. Assist with tracking district-owned equipment, assets, and maintenance-related materials. Prepare inventory reports and documentation as required. Work Order and Maintenance Support Receive, enter, track, and maintain maintenance work orders and service requests. Monitor work order status and communicate updates to school and district personnel. Maintain records related to preventive maintenance schedules, inspections, and departmental activities. Assist in coordinating contractor and vendor services as directed. Records and Reporting Compile, maintain, and prepare departmental reports, spreadsheets, and records. Maintain records related to employee leave, timesheets, payroll submissions, and work schedules as assigned. Assist with collecting and organizing data for state, local, and district reporting requirements. Ensure that all records are maintained accurately and in compliance with district policies. Other Duties Operate standard office equipment, including computers, printers, copiers, scanners, and multi-line telephone systems. Maintain a professional office environment and assist with departmental organization. Perform other duties and responsibilities as assigned by the Executive Director of Facility Maintenance & Construction. The Glynn County School System requires a criminal background check and fingerprinting on all new employees, including all substitutes and other designated employees.
