Carson City School District
Administrative Secretary - Facilities Bond Projects - Operations Department (4235)
JOB POSTING
Job Details
Title
Administrative Secretary - Facilities Bond Projects - Operations Department
Posting ID
4235
Description
January 19, 2017
POSITION: Administrative Secretary - Facilities Bond Projects
LOCATION: Operations Department
OPEN TO: Employees of Carson City School District and external applicants.
TRANSFER PERIOD: Closes February 1, 2017, or until filled.
SALARY and BENEFITS: Grade 23. Range begins with Step 1 = $16.65 per hour. 8.00 hours
per day, 12 months per year with benefits according to the classified negotiated agreement.
Employer-paid retirement, health and life insurance, sick leave benefits and personal leave. A new
classified employee may receive up to a maximum of five (5) years of previous outside work
experience. The prior position must be similar in nature and written verification of employment from
the previous employer must be submitted to Human Resources upon employment. Per
Administrative Regulation No. 311.1.
NOTE: This position is strictly contingent on sufficient bond funding.
APPLICATION: Complete the online application by clicking "Apply for this Position." The
application will require:
• Cover letter
• Resume
• Copy of High School Diploma, or High School transcript, or GED Certificate, or degree from a
higher education college/university,
• Last three (3) evaluations (if no evaluations or incomplete: submit documentation on why no
or partial evaluations)
• Three (3) letters of recommendation dated within the last two years.
EDUCATION and EXPERIENCE: Graduation from high school or the equivalent. A typical
qualifying entrance background is completion of formal or informal training in business English,
record keeping, data entry, keyboarding, or a closely related field; and experience performing
administrative secretarial and office managerial duties and report preparation duties; or experience at
or equivalent to experience as an Administrative Secretary in the Carson City School District, and the
management of construction documents or contracted services document control. At least two (2)
years of work experience must have been directly associated with working with contracts and/or legal
documents. Two (2) years of state/local government purchasing experience is preferred, wherein the
incumbent has acquired the knowledge and abilities listed below. Bilingual preferred.
Must be able to pass the pre-employment drug screen, physical and lift test.
This is a new position.
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Carson City School District
Administrative Secretary - Facilities Bond Projects - Operations Department
REASONABLE ACCOMMODATION: The Human Resources Department will make efforts to
provide reasonable accommodations to disabled candidates in the employment process. If you have
special needs, please notify the Human Resources Department at the time you turn in your
application or at least three (3) days prior to an interview by calling (775) 283-2130.
________________________________________________________________________________
Carson City School District
Job Description
Job Title: Administrative Secretary – Facilities Bond Projects
Department: Operations
Reports To: Capital and Special Projects Manager
FLSA Status: Non-Exempt
Prepared By: Associate Superintendent of Human Resources
Prepared Date: 1-19-17
General Job Description:
Under general supervision, the Administrative Secretary, plans, develops, manages and supervises
the preparation, control, and storage of legal documents for District construction projects, bond
construction projects, major maintenance, ADA and rehabilitation projects on District facilities. The
Administrative Secretary is the Administrative Assistant to the Capital and Special Projects Manager
and offers support in the Operations Department. Emphasis is placed on the control and
management of construction related documents, Facility Management procedures and operations;
and to perform related work as required.
Experience of training required:
Knowledge of: Construction document types and methods pertaining to document control and
record retention; computerized project, data, and word processing management hardware and
software as applicable to document initiation, indexing, and retrieval; construction terms; archival
storage requirements; State and Local purchasing laws and regulations; correct English usage,
spelling, grammar and punctuation; modern office methods and practices, including the preparation
of business correspondence; report preparation, filing and standard office equipment operation;
keyboarding, use of computer; receptionist and business telephone techniques; advanced word
processing techniques and computer skills; advanced manual and automated record keeping; basic
financial record keeping practices; business mathematics; basic financial record keeping practices;
school district policies and regulations; public relations techniques.
Ability to: Check and/or rearrange long, technical documents for conformance to given principles of
style and format; plan, establish, and implement a construction document control system; use and
apply Microsoft Office® software programs, i.e. Word, Excel, Power Point, and Access; establish
requirements for document receipt control, processing, distribution, and final disposition of
construction documents; meet predetermined deadlines; read and apply the laws, regulations, and
conditions associated with purchasing as it applies to a public agency or governmental subdivision;
plan, organize work and set priorities; maintain confidential information; coordinate work schedules
and monitor document processing activities; communicate orally and in writing with a high degree of
competency; exercise judgment regarding when to act independently and when to refer situations to
supervisor; work flexible hours or shifts; work cooperatively with employees, vendors, and the public;
recognize and report hazards and apply safe work methods; understand the needs of children and to
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Carson City School District
Administrative Secretary - Facilities Bond Projects - Operations Department
possess a genuine liking for children; assume responsibility and use good judgment in recognizing
the scope of delegated authority; determine and retain privileged communications; operate a
vehicle observing legal and defensive driving practices; understand and carry out oral and written
instructions; establish and maintain effective proactive relationships with those contacted in the
course of work (i.e., City and State offices, contractors, utility companies, local law enforcement
agencies, various vendors, insurance agents, etc.).
Any combination of training, education and experience which demonstrates an ability to
perform the duties of the position: Graduation from high school or the equivalent. A typical
qualifying entrance background is completion of formal and informal training in business English,
record keeping, data entry, keyboarding, or a closely related field; and experience performing
administrative secretarial and office managerial duties and report preparation duties; or experience at
or equivalent to experience as an Administrative Secretary in the Carson City School District, and the
management of construction documents or contracted services document control. At least two (2)
years of work experience must have been directly associated with working with contracts and/or legal
documents. Two (2) years of state/local government purchasing, contract management or Facility
Management support is preferred, wherein the incumbent has acquired the knowledge and abilities
listed above.
Licenses or Certificates Required:
Possession of a high school diploma or equivalent certificate, a valid driver's license issued by the
state of residence, and an original Social Security Card.
The Job Functions:
Positions in this class are responsible for the management of all documents associated with
construction, facility management and ADA efforts of the Department and District. Management of
said documents include but are not limited to, the preparation, maintenance, distribution,
organization, disposition and retrieval of records, legal documents, RFI’s, plans, and contracts for
construction management for Carson City School District. The successful candidate supports all
aspects of the responsibilities associated with the work of the Director of Operations and the Capital
and Special Projects Manager.
Essential Job Functions:
Perform clerical duties related to District construction and rehabilitation projects, facility management,
ADA and project management related to District facilities; responsible for the initiating, safekeeping,
processing, and disposition of legal construction documents; prepares documents and invoices for
payment and distribution to proper individuals and organizations; coordinates payment of contractors
and professional services with the accounts payable department; generates purchase orders;
responsible for ensuring that all legal documents, contracts, board items, specification manuals, etc.
are accurately prepared, disseminated, transferred and stored on a timely basis; maintains the
archives of all contracts, plans, drawings, bids, legal documents, board items, and specification
manuals related to construction projects for future reference; monitors legal documents and ensures
that records are updated and current; answers the telephone, disseminates information, takes
messages as required; monitors the flow of the purchases; monitors the return of bid documents;
assists the Project Manager, Director and other staff in developing and maintaining document control
associated with construction, maintenance and facility issues; develops forms necessary for tracking
the progress of projects relative to NRS 338, Facility management, Maintenance, construction
management and construction/renovation projects; prepares and maintains construction documents
and contracts; routes correspondence reports and bulletins to appropriate parties; participates in bid
opening meetings and takes detailed notes; conforms to safety standards as prescribed; performs
other tasks related to the position as assigned.
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Carson City School District
Administrative Secretary - Facilities Bond Projects - Operations Department
Physical Demands and Working Conditions:
Strength: Sedentary/Medium - Exert force 50 lbs., frequently, and up to 10-25 lbs., constantly or a
negligible amount of force frequently to lift, carry, push, pull or move objects.
Physical Demands: Frequent reaching, handling, fingering, talking and hearing. Vision: Frequent
near acuity and occasional far acuity. Mobility to work in a typical office setting and use standard
office equipment. Vision to read printed materials. Hearing and speech to communicate in person or
over the telephone.
Environmental Conditions:
Climate controlled office setting with temperatures ranging from mild to moderate cold/heat.
Exposure to noise levels ranging from moderate to loud and occasional to frequent time periods.
Hazards: Furniture, playground/office equipment, communicable diseases, chemicals (as related to
specific
assignment), and power/hand operated equipment and machinery (as related to specific
assignment).
Examples of equipment/supplies used to perform tasks:
Various computers, printers, typewriters, telephones, calculators, copy machines, digital scanners,
digital finger printer, microfilm machine, badge maker, fax machines, filing cabinets, and related office
equipment.
Notice of Non-Discrimination: The Carson City School District does not discriminate against any
person on the basis of race, color, national origin, sex, disability, age, or on any other basis protected
by state or federal law, and it provides equal access to the Boy Scouts of America and other
designated youth groups. The following person has been designated to handle inquiries regarding
the District’s non-discrimination policies: Title IX and 504 Coordinator, 1402 W. King Street, Carson
City, NV 89703, (775) 283-2130.
Shift Type
Full-Time
Salary
Range
$16.65 - $21.23 / Per Hour
Location
Operations Department
Applications Accepted
Start Date
01/19/2017
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