Administrative Assistant of Operations Department

Position: Administrative Assistant - Operations Department
Reports to: Director of IT & Operations
Employment Status: Regular/Full-time
Status: Exempt
Contract Days: 260
             
Description: The Administrative Assistant � Operations Department provides comprehensive administrative support for the District's Operations Department and reports directly to the Director of IT & Operations. This position serves as the primary administrative resource for the day-to-day functions of district operations, including facilities, maintenance, custodial services, grounds, transportation, and capital improvement projects.

The Administrative Assistant coordinates departmental communications, purchasing, recordkeeping, scheduling, and operational initiatives to ensure the efficient operation of district facilities and services. The ideal candidate is highly organized, detail-oriented, exercises sound judgment, maintains confidentiality, and demonstrates outstanding customer service and communication skills.



NOTE:       The below lists are not ranked in order of importance
 
Essential Functions:

The following duties are representative of the position and are not intended to be an all-inclusive list.

Administrative Support

• Provide administrative support to the Director of IT & Operations for Operations-related functions.
• Manage calendars, appointments, meetings, and departmental schedules.
• Answer phones, greet visitors, respond to inquiries, and direct communications appropriately.
• Prepare correspondence, reports, agendas, meeting minutes, presentations, and other departmental documents.
• Maintain organized electronic and paper filing systems.
• Receive, sort, and distribute departmental mail and communications.

Operations Support

• Assist with the daily administrative functions of Facilities, Maintenance, Custodial, Grounds, and Transportation.
• Coordinate work orders, service requests, inspections, and operational documentation.
• Maintain records for contracts, vendor agreements, warranties, permits, and compliance documentation.
• Coordinate scheduling for vendors, contractors, and operational projects.
• Assist with facility use requests and department scheduling.
• Support district safety initiatives, emergency preparedness activities, and operational projects.

Purchasing & Financial Support

• Prepare purchase requisitions, purchase orders, invoices, and payment documentation.
• Monitor departmental budgets and expenditures as assigned.
• Maintain inventory of office supplies, equipment, and departmental materials.
• Assist with recordkeeping related to capital projects and operational expenditures.

Personnel & Department Support

• Process employee timesheets, payroll documentation, and leave requests as assigned.
• Assist with onboarding paperwork and departmental personnel records.
• Prepare reports and supporting documentation for Board of Education meetings and administrative presentations.
• Maintain confidentiality regarding personnel, financial, and operational records.

Customer Service & Communication

• Serve as a liaison between the Operations Department, district staff, vendors, contractors, and community members.
• Build and maintain positive working relationships through professional communication and customer service.
• Assist with district events and special projects as assigned.
• Perform other duties as assigned by the Director of IT & Operations.

Other Duties and Responsibilities

• Maintain strict confidentiality regarding district operations and personnel matters.
• Interact professionally with students, staff, parents, vendors, and community members.
• Promote positive public relations through professional appearance, attitude, and communication.
• Assist with district safety initiatives and operational events as needed.
• Perform other duties as assigned by the Superintendent or designee.

About You

• High school diploma or GED required; Associate degree preferred.
• Five (5) years of progressively responsible administrative support experience preferred.
• Experience in a public school district or operations environment is preferred.
• Excellent organizational, communication, and customer service skills.
• Strong attention to detail and ability to prioritize multiple tasks.<