Plant Secretary Jobs (NOW HIRING)

Function / Position Summary

To perform as a bookkeeper / secretarial team member, by supporting the day-to-day financial operational functions of the Plant Operations department by processing invoices, managing chargebacks, and ensuring accurate entry of utility data into the energy management system. Assists with payment tracking, journal entry requests, budget change requests and appropriate account string verification. Exercise strong time management, multitasking and prioritizing skills while utilizing excellent written and verbal communications skills. Demonstrate a high level of customer service to all stakeholders, while providing a functional, efficient, streamlined and mutually supportive work environment. 

Job Duties / Responsibilities

• Responsible for incoming calls into Plant Operation's main number, extension 5060, including Emergency response assistance, as assigned.
• Compile and enter data (e.g. work orders, budget reports, time sheets, personnel records, facility programs, etc.) for the purpose of preparing reports or processing requests.
• Process purchase orders, invoicing (A/P and A/R) and all other documents/forms required for the daily operation of the department.
• Responsible for District inventory/facility tracking (including but not limited to): equipment inspections, ROE compliance, mobiles, custodial and office supplies.
• Assists with scheduling calendars, meetings, minutes and training as requested in support of the Department, as assigned.
• Maintains designated spreadsheets, logs and all departments files, both electronically and in hard copy.
• Other duties as assigned.

Education

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

Experience / Knowledge

• Three years of secretarial experience in building operations (preferred)
• Three years of experience in working with vendors, invoicing and payment tracking.
• Advanced experience in Google (preferred).
• Working Knowledge in Microsoft Office

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 20222026 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 coworkers 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
• Maintains appropriate inventories and online file management
• Able to use office machines (laminator, fax, intercom, phone, copier)
• Accurate typing and 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, students)
• Responsible for tracking and balancing building or department expenditures (if applicable)
• Working knowledge of Word and Excel
• Willingness to learn and become proficient in advanced applications and specialized systems (mail merge, student information systems, business portal, etc.)

Classification C (Proficiently demonstrates all criteria listed, including Classifications A and 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 smooth operation of the district level department or building
• Proficient in specialized computer programs and applications
• Responsible for creating and initiating written and verbal communication (community and district officials or representatives)
• Responsible for maintaining director or supervising administrator calendar and schedule (if applicable)
• Responsible for office management, environment, staff, finances (banking and financial software)
• Ultimately responsible for coordination, organization, and facilitation of district level department or building

Terms of Employment

• This is a twelve (12) month position.
• Salary and benefits as established by the Board of Education.
• Starting salary is $18.65/hr.