Department Secretary-Facilities Position Available In Jackson, Georgia

Department Secretary-Facilities Jackson County GA School District – 4.1 Jackson County, GA Job Details $40,236 – $54,073 a year 21 hours ago Qualifications Mid-level High school diploma or GED Computer skills Business Administration Office management Associate’s degree Communication skills

Full Job Description JobID:

2293

Position Type:

Secretarial/Clerical Date Posted:

5/8/2025

Location:

JCSS Central Office Date Available:

Upon Board Approval

JOB PURPOSE/SUMMARY

The Department Secretary supports the Facilities Department with administrative, financial, and scheduling tasks. Key responsibilities include processing purchase orders and invoices, maintaining vendor and budget records, coordinating timesheets and payroll, and managing calendars and district facility scheduling. This role also handles general secretarial duties and assists with communication between staff, vendors, and the finance department.

DUTIES AND RESPONSIBILITIES

The following list outlines the primary duties and responsibilities of the Department Secretary. This is not an exhaustive list, and additional tasks may be assigned as needed to support the efficient operation of the Facilities Department and the broader goals of the organization. Process purchase orders for HVAC, Maintenance, Custodial, Projects, and school-based requests Respond to vendor inquiries, maintain current vendor records, and initiate new vendor setup Process invoices for payment and accurately assign budget codes Prepare and review departmental budget reports with the Director of Facilities Coordinate and document budget reallocations in collaboration with the Director of Facilities Distribute, collect, and submit Facilities Department timesheets for payroll processing Schedule and manage calendars for staff and vendor meetings Participate in vendor meetings on behalf of the Facilities Department Track and update utility expenditures (e.g., water, sewer, electric) and maintain supporting spreadsheets Maintain the Master Library Schedule for all school-based, district, recreation, and external organization facility use Liaise with the Finance Department regarding purchase orders, invoices, and other financial documentation Attend bookkeeper meetings as needed Perform all secretarial duties in support of the Facilities Department, including: Typing correspondence and reports Creating and maintaining department files and records Answering and directing incoming phone calls Monitoring and ordering office supplies Responding promptly to urgent departmental needs

MINIMUM QUALIFICATIONS

High school diploma or equivalent Proficiency in a variety of computer programs Basic understanding of purchase orders, invoicing, and budget tracking Ability to multitask and manage time effectively in a fast-paced environment Ability to handle confidential information with discretion Excellent written and verbal communication skills Ability to work collaboratively with internal staff, vendors, and external agencies

PREFERRED QUALIFICATIONS

Associate’s degree or higher in business administration, office management, or related field Successful experience in a school district or public sector operations Experience coordinating meeting schedules and maintaining department calendars Prior experience supporting facilities, maintenance, or operations teams

EMPLOYMENT TERMS 240

Day Work Calendar Annual Salary based years of experience in a similar role

Annual Salary Range:

$40,236-$54,073 WORKING

CONDITIONS

Work is performed in a standard in-person office/warehouse setting Regularly involves standing, speaking, and interacting with supervisors, colleagues, and community members May require occasional lifting of materials or equipment Requires the ability to use office technology including computers, software, and accounting programs Regular work hours are during the school day, with occasional evening or weekend commitments for events Must be adaptable to varying needs of the department

SELECTION PROCEDURES

Thank you for your interest in joining Jackson County Schools. Our selection process ensures that we identify the most qualified candidates for our team. Supervisors will prioritize candidates who meet both the preferred and minimum qualifications for each position and will select individuals for interviews as positions become available. The Jackson County School System is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other legally protected status.

The Jackson County School System is a drug-free workplace. A background check will be completed upon hire, which may consist of any or all of the following: criminal and employment histories, credit history (as applicable to the position), education credentials, and motor vehicle driving records. Due to the volume of submissions received by this office, information concerning application or interview status cannot be provided in writing, over the phone, or in person. All applicants who submit a complete application package will be considered but may not necessarily receive notification or an interview. The job posting may be subject to being closed at any time without notice. Only those qualified candidates who are selected for an interview shall receive notification upon the filling of this vacancy.