Secretary to Director of Custodial

Job Title: Secretary to Director of Custodial Wage/Hour Status: Nonexempt

Reports to: Director of Custodial Pay Grade: Clerical Pay Grade 5

Dept./School: Custodial Date Revised: 6/10/2025

Primary Purpose:

Ensure efficient operation of the Custodial Department and provide clerical services for department staff.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient word processing and file maintenance skills

Effective organizational, communication, and interpersonal skills

Ability to use personal computer and software to develop spreadsheets, databases, and do word

processing

Knowledge of basic accounting principles

Experience:

One to three years secretarial experience, preferably in public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare written correspondence, forms, schedules, or reports using personal computer.
2. Prepare materials, meeting agendas, and department communication as requested, using a personal computer.
3. Maintain a daily attendance log and records for department employees.
4. Monitor and process personnel time records including leave requests and reports. Compile information and submit to central office according to established deadlines.
5. Maintain school calendar of events.

Reception and Phones

1. Schedule meetings and appointments and maintain calendar for director.
2. Assist employees and community. Receive incoming calls, take reliable messages, and route to appropriate staff.

Files

1. Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
2. Update handbooks, policy manuals, and other documents as assigned.

Accounting and Inventory

1. Perform routine bookkeeping tasks including simple operations to maintain department budget records.
2. Prepare and process purchase orders.
3. Receive, store, and issue supplies and equipment.
4. Assist with coordination of meetings and activities.
5. Assist with budget preparation.
6. Maintain inventory of fixed assets, equipment, and supplies.

Other

1. Sort, distribute, or deliver mail and other documents.
2. Maintain confidentiality.
3. Other duties assigned.

Equipment Used:

Personal computer, printer, copier, fax machine, and calculator.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress; work with frequent interruptions. Repetitive hand motions;

prolonged use of computer.