Secretary, Maintenance

Job category: Paraprofessional
Exemption Status/Test: Non Exempt
Reports to: Coordinator, Maintenance Business Operations
Date Revised: April 14, 2016
Dept./School: Maintenance

Primary purpose

To assist in the routine work activities and clerical tasks of the Maintenance Department.



High School Diploma or GED


Minimum of three (3) years’ experience

Special knowledge/skills

Strong computer skills required

Proficient in MS Office software preferred

Oracle software application knowledge preferred

SchoolDude software knowledge preferred

Must possess strong organizational skills

Must possess good written and verbal communication skills

Major responsibilities and duties

  • Answer incoming calls for the Maintenance Department and route to appropriate staff, monitors and allows visitor access to building by security camera and buzzer, and greets guest and gives directions. 
  • Monitor work orders all day checking for unassigned or emergency work order, and routes “miscellaneous” work order to the proper area.
  • Enter utility bills from the City of Garland, City of Sachse, City of Rowlett, Cavello and Atmos Energy for all Garland, Sachse and Rowlett facilities.
  • Enter labor hours for paint crews and close work orders when directed.
  • Monitor weekly vehicle maintenance list from Transportation and send notifications to managers and supervisors.
  • Enter labor hours for grass cutting crews during the six month growing season and closed all related work orders at end of season.
  • Assist in the bid opening process by receiving and time stamping materials for purchasing.  Maintain date stamping machine to insure accuracy.
  • Assist the Maintenance business office with processing requisitions, purchase orders and P-Card charges as needed.
  • Perform other duties as assigned.

Supervisory Responsibilities:

  • None.

Mental demands/physical demands/environmental factors

Tools/Equipment Used: 
Standard office equipment including computer and peripherals
Prolonged sitting; bending/stooping, kneeling, pushing/pulling, twisting and reaching
Frequent repetitive hand motions, frequent keyboarding and use of mouse, occasional reaching
Occasional light lifting and carrying (less than 15 pounds)
Exposure to normal indoor air quality issues; exposure to typical office noise
Mental Demands: 
Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsible and duties that may be assigned or skills that may be required.