Administrative Assistant for Buildings, Grounds and Maintenance

ESSENTIAL FUNCTIONS

The list of duties and responsibilities is illustrative only and is not a comprehensive listing of all the duties and responsibilities performed by this position.

• Performs various routine clerical duties (e.g. screening calls; taking and transmitting messages; maintaining calendars; performing data entry; faxing documents; word processing; etc.)

• Process all building use requests.

• Schedules appointments and arranges meetings.

• Receives and greets visitors; answers and screens telephones calls to the Supervisor's office in a professional manner.

• Receives and distributes mail for the Supervisor's office.

• Handles correspondence (letters, bulletins, memos, etc.) for the Supervisor.

• Handles all local/non-local travel arrangements.

• Prepares specifications and proposals for bidding of construction projects (remodeling, new and repair).

• Advertises for Bids and distributes documents to Contractors.

• Arranges and maintains office filing system.

• Prepares and processes all agenda items for Buildings, Grounds and Maintenance and Budget/Finance Committees; and Board meetings.

• Runs agenda item copies for the Committees and Board; staples, hole punches, sorts, and distributes.

• Maintains agenda item files for Building, Grounds and Maintenance, Budget/Finance Committees and other meetings.

• Keeps tabulations and recommendations for all bids.

• Prepare sole source and comparative bid sheets.

• Track inspection requirements on computer for boilers, fire extinguishers and public health.

• Organize and maintain a filing system for all Maintenance Department documents.

• Maintain employee records, of absences, sick leave, vacation and overtime.

• Process and monitor all monthly payroll records, daily time cards and time sheets.

• Completes necessary reports to the State Department of Education and the Administrative Building Council.

• Prepares Contacts (Contractor-Owner/Architect-Owner).

• Prepares final payments for Accounting.

• Records and types minutes of meetings.

• Enters Purchase Orders, Payroll and Maintenance (work orders).

• Follows through on Board approvals. Obtains all necessary documents from contractors, (Bonds, Insurance papers.)

• Assists with duties in the Support Services Office in absence of other secretarial personnel.

• Maintains regular attendance and punctuality.

• Assists other personnel as may be required for the purpose of ensuring an efficient and effective working environment.

SUPERVISORY RESPONSIBILITIES

None.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge of:

• General office and clerical practices.

• Customer service methods and techniques.

• Basic filing and recordkeeping principles.

• Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook).

• Sun Guard or other student management system

Ability to:

• Establish and maintain effective working relationships with employees, students, parents, and the public.

• Handle multiple tasks simultaneously.

• Work without close supervision; perform satisfactorily under pressure and with frequent interruptions.

• Communicate effectively in writing and orally to sufficiently exchange or convey information and to receive work direction.

EDUCATION AND EXPERIENCE

High School Diploma, or G.E.D., and a minimum of four (4) years in general office or basic customer service experience; and/or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

CERTIFICATION

None.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable

accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sedentary Work: Exerting up to 10 pou