Administrative Assistant for Operations

Please download the attached document for a full Job Description

Primary Function:

Assist the Director of Facilities Services to assure the smooth and efficient operation of the department by performing secretarial duties such as typing, responding to telephone calls and maintaining files.

Qualifications:

1. A High School Diploma or equivalent is required for this position.
2. Advanced office skills knowledge of word processing, spreadsheet, database and routing and planning software.
3. Experience in an office environment.
4. Ability to work with a variety of people in a highly diverse environment.
5. Ability to maintain confidentiality in matters relating to staff, students, and administration.
6. Ability to be flexible and work in an environment with frequent telephone and walk-in interruptions.
7. Detail-oriented and have the ability to problem solve and with work with minimal supervision.
8. Excellent time management skills, ability to multitask, prioritize work and meet deadlines.
9. Strong written and verbal communication skills.
10. Passage of pre-employment medical examination, including Tuberculosis (TB) test and any other job specific required medical testing.
11. Pass a Regional Office of Education Fingerprint based Background Clearance including Federal Bureau of Investigation.
12. Alternatives to the above qualifications that the Board finds appropriate and acceptable may be
approved.

Essential Duties and Responsibilities:

1. Provide administrative support by completing tasks that may include opening and sorting mail, typing correspondence, letters and memos, purchase orders, check requests, registration forms, maintain general office files, etc.
2. Answer phones; respond to routine questions, schedule appointments.
3. Maintain attendance records for employees in the Operations Department.
4. Reconciliation of hours worked of departmental staff for payroll purposes.
5. Coordinate custodial assignments due to absences when necessary.
6. Prepare state and regional reports as assigned.
7. Prepare and code department invoices submitted by vendors for payment.
8. Prepare and maintain spreadsheets to track payments for balancing the department budget.
9. Compile data and prepare reports at the direction of administration.
10. Maintain documentation of outside vendor services and construction renovations.
11. Attend and document all departmental workshops, meetings, seminars, bid openings, etc.
12. Maintain Manage Access for all security needs.
13. Coordinate all inspection and compliance visits for State and Regional compliances.
14. Schedule and coordinate vendors for repairs and maintenance.
15. Prepare a monthly department newsletter.
16. Demonstrate support for the Mission, Beliefs and Goals of District 30-C.
17. Uphold the established Board of Education policies, regulations and administrative procedures.
18. Demonstrate professionalism and contribute to a positive work environment.
19. Perform other duties as assigned within the guidelines of this position.

Physical Demands:

1. This position requires some standing, ability to bend and physical dexterity.
2. Prolonged periods of sitting at a desk and working on a computer.
3. Must be able to meet the essential requirements with or without reasonable accommodations.

Terms of Employment:

District Staff/12 Months Non-Union
Completion of mandated training through Global Compliance Network within 45 days of start date.

Evaluation
Performance of this job will be evaluated in accordance with the provisions of the Board’s policy on evaluation of Educational Support Personnel.