Job Category
Exemption Status/Test
Non Exempt
Reports To
Director of Maintenance
Date Revised
Primary Purpose
To assist in the routine work activities and secretarial tasks of the Maintenance Department by providing clerical and administrative support to the Director of Maintenance, Assistant Directors, Managers and other administrative staff.
Education Certification

High School Diploma or GED

TEA Paraprofessional Certification or eligible

Certified Educational Office Professional (CEOP) preferred

Special Knowledge/Skills

Proficient use of MS Office software applications

Oracle software application knowledge preferred

Possess aptitude and ability to utilize other software applications

Must possess highly effective professional communication skills

Strong interpersonal skills required

Ability to handle confidential and sensitive information

Must possess strong organizational skills

Exhibit initiative in performing office functions

Ability to manage workload while maintaining critical deadlines

Willingness to perform other duties as assigned


Minimum of three (3) years’ experience

Major Responsibilities and Duties
  • Provide direct assistance and support to the Director of Maintenance.
  • Maintain Director’s calendar, schedule meetings, and prepare materials for meetings.
  • Prepare correspondence, reports, presentations, forms and similar materials for the Director and other administrators within the department.
  • Assist and support the Assistant Directors and Managers within the department with appointments, scheduling meetings, materials preparation, and other secretarial tasks.
  • Arrange travel for Director and other administrative staff, and prepare travel reimbursement documents.
  • Compile, maintain, and file all reports, records and other documents associated with department operations.
  • Utilize multiple software applications to perform daily business operations.
  • Receive visitors and telephone calls, schedule meetings or take reliable messages and route to appropriate staff.
  • Schedule job interview and prepare packets for use by the interview committee, compile final interview scores to submit for approval signatures, and forward for processing through HR.
  • Maintain weekly after-hours call out list and forward to appropriate personnel.
  • Manage professional memberships for the Director and other administrative staff.
  • Assist in the preparation/updating of job descriptions and organization charts for the department.
  • Manage scheduling calendar for use of department conference room.
  • Distribute A901 email to the department.
  • Attend professional development courses/training for continued personal and professional growth.
  • Maintain confidentiality and integrity of information handled within the department.
  • Display professionalism in dealing with staff, vendors and community members.
  • Perform other duties as assigned.

 Supervisory Responsibilities:

  • None.
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