Hybrid Administrative Secretary – Operations at Fairfield Public Schools

Job Purpose Statement

Supervision

Essential Job Functions

• Utilize computer software and office technologies (e.g., Microsoft Office Suite) to communicate, maintain records, and schedule meetings.
• Creating, editing, and maintaining documents, and reports.  This includes formatting, proofreading, and ensuring accuracy.
• Monitor department activities such as budget expenditures, preventive maintenance schedules, and emergency procedures to ensure compliance with district policies.
• Answer and screen incoming phone calls; receive and distribute packages and mail; respond to inquiries and provide appropriate information.
• Enter and track all purchase requisitions, purchase orders, quotes, and invoices; maintain electronic and manual records for account reconciliation and reporting.
• Reconcile account balances for assigned budget categories.
• Inventory and order office supplies for the Operations and Finance Office.
• Submit First Reports of Injury for employees involved in work-related accidents after obtaining supervisor approval.
• Record, track, and process tuition bills for out-of-district magnet schools, and leases.
• Back up the Reservations Coordinator position.
• Perform other duties as assigned by the Executive Director of Operations or designee.

Knowledge, Skills, and Abilities

• Strong knowledge of modern office practices and equipment, including Microsoft Excel, Word, Outlook, PowerPoint, Tyler Munis Financial software calculators, copiers, and fax machines.
• Proficiency in business English, spelling, and basic math.
• Ability to maintain a professional, courteous demeanor with staff and the public.
• Problem-solving skills and the ability to manage non-standardized tasks.
• Ability to follow oral and written instructions, perform word and data processing, and handle basic bookkeeping.
• Strong organizational skills for maintaining files, records, and office workflow.

Minimum Qualifications

• High school diploma or equivalent.
• At least three years of progressively responsible administrative experience, preferably in a maintenance or operations environment.
• Demonstrated proficiency in computer applications and interpersonal communication.
• Must be able to manage frequent interruptions while maintaining a calm, efficient, and courteous demeanor.

Physical and Environmental Requirements

• Occasionally required to stand, walk, use a computer, and reach with hands and arms.
• Must occasionally lift and/or move up to 10 pounds (e.g., reports).
• Must maintain regular attendance and be able to manage occasional work-related stress related to staff and public interactions.