Operations Secretary - Location (TBD)

Location

• To Be Determined

Effective

• Immediately

General Qualifications

• High school diploma required; Associate’s Degree preferred
• Demonstrated working knowledge of computer applications including: word
  processing, Excel spreadsheets, database management, email, internet searching, and
  computer file management
• Demonstrated working knowledge of procurement methods and best practices
• Demonstrated working knowledge of fundamental office skills, including basic
  bookkeeping, filing, phone etiquette, proofreading, and typing/keyboarding skills
• Excellent oral and written communication skills
• Demonstrates knowledge and understanding of professional ethics
• Demonstrates excellent human relations skills
• Demonstrates confidentiality

Specific Job Qualifications

• Experience with time sheets and paid time off calculations
• Experience with accounts payable
• Knowledge of the legal procurement bidding process

Essential Job Responsibilities

• Physical control and care for district custodial and general supplies inventory
• Maintaining appropriate records and inventories
• Coordinate with the Director or his/her designee regarding inventory and cost
  accounting
• Handle all travel requests, travel reimbursements and makes necessary arrangements
  including registrations and reservations for all conferences, seminars, etc., for the
  Director and operations personnel
• Submit complete and accurate information for all Operations Department purchases
  including creating the purchase order and maintaining purchase records and receipts
• Issue, document, update, suspend, and terminate district FOBs within the district’s
  electronic access control system
• Issue, document, store, and retrieve manual/physical keys for the district
• Schedule, coordinate, and document annual fire alarm system inspections
• Import, update, and submit electronic time records to the Business Office for payroll
  processing
• Add and update paid time off entries for Operations staff for payroll processing
• Perform other job related duties as assigned

General Clerical Responsibilities Include

• Communicates courteously and professionally at all times with both in-school and out-of-school contacts
• Utilizes proper phone etiquette
• Demonstrates good written communication skills including:

1. Completing all assigned memos, reports, and records

2. Utilizing proper grammar and punctuation skills
3. Writing documents with clear and concise content
4. Editing and revising written material as necessary
5. Proofreading all documents for accuracy and completeness

• Utilizes and maintains an efficient, effective system of records management for storage of office records including:

1.Managing paper filing systems

2. Managing digital storage

• Demonstrates knowledge of office procedures in the production of letters, memos, reports, and tables
• Processes mail, utilizing appropriate procedures for both incoming and outgoing mail
• Maintains office equipment
• Utilizes equipment necessary to duplicate and collate documents
• Utilizes effective data gathering techniques
• Maintains standards specified in Professional Performance Expectations for District 118 Employees

Terms of Employment

• 237 day position
• Wages, hours, terms, and conditions of employment in accordance with the Collective Bargaining Agreement between the Board of Education and the International Union of Operating Engineers, Local 399, AFL-CIO

Reports to

• Director of Operations or designee

To Apply

• External Applicants: To be considered, applicants must complete an online application packet including a letter of specific interest and a resume.
• District No. 118 Employees: If qualified for this position, please apply online and choose internal selection at the top of the job opportunities web page.
• Minimum of three references must be included on the application – one character reference and two former supervisors or evaluators

Professional dress is required.

Kimberly D. Pabst

Director of Human Resources

Danville Community Consolidated School District No. 118

110 East Williams Street, Danville, IL 61832

Phone: (217) 444-1000, Fax: (217) 444-1052

Email: pabstk@danville118.org

An Equal Opportunity Employer

September 27, 2024