Administrative.Supervisor (Maintenance)

Job Title

Specialized administrative work in directing the personnel, finance, budget, and business administration activities of the Facility & Grounds Maintenance Department.

Job Summary

This position represents the department in the areas of personnel, payroll, finance, budget, and other assigned areas.

What you will do:

• Supervises the administrative staff of FGM and directs the clerical/administrative function for departmental staff of over 200 employees. Manages staff schedules and monitors office operations.
• Tracks all overtime and Comp Time for Maintenance and grounds employees. Maintains and directs the completion of payroll for all employees. Prepares and processes payroll as backup timekeeper when necessary.
• Establishes and maintains the hiring and performance management, including discipline, of employees. Acts as liaison for the Department on HR related issues. Sets up interviews of all new hires.
• Researches and gathers statistical, financial, and related data used for planning and decision making for specific programs or projects as assigned. Develop and recommend courses of action available to the department; analyzes their probable consequences.
• Receives and matches vendor invoices to supporting purchase orders and receiving entries or reports. Reviews invoices to ensure they are in accordance with established terms for payment. Reconciles vendor statements. Verifies and reconciles balances in accounts payable record. Determines appropriate coding for entry into the general ledger.
• Leads effort in maintaining centralized work order management system. Establishes protocols for the system with other departments. Trains other staff and departments on use of system. Oversees the data entry of all labor, material, and job costs through work order management system.
• Verifies vendor address book information using the JD Edwards System and work with Metro Finance to maintain vendor files to ensure proper remit addresses. Ensures that payments to vendors are made on time as per the established terms. Assists vendor/contractors in registering with MNPS.
• Verifies that transactions comply with MNPS policies & procedures and are approved by appropriate personnel. Prepares and submits requisition requests and supervises the authorization of invoice payments.
• Coordinates and assimilates project information from Project Manager and or Zone Managers then creates and executes contracts, change orders, purchase orders and other documents as necessary. Assists in the preparation of ITB and RFP drafts for submission to the procurement department. Assists with evaluations of ITBs and RFPs.
• Assists the Director in preparation of Budgets both Operations and Capital Improvement.
• Serves as liaison between Department and District during critical and possibly life-threatening emergencies or operations/actions.
• Manages outside vendor contracts and maintains those relationships.
• Perform senior level administrative tasks for the department - creates and modifies various departmental documents and documentation; prepares Board Agenda items for Facilities and Grounds, schedules appointments and meetings for management and upper-level staff, assists in the evaluation of policy and/or organization changes and new programs, coordinates use of various rooms in the FGM spaces, including the conference room, maintains building ID tag and key distribution and approvals and assists with inventory management.
• Coordinates and participates in safety training for Maintenance Employees.

Education Qualifications

• Bachelor's Degree Preferred

Experience Qualifications

• 3-4 years' applicable experience Required

Skills and Abilities

• Thorough knowledge of Microsoft Office,
• ability to prioritize, attention to detail,
• demonstrated ability to account for expenses and contracted services.

About Us

At Metro Nashville Public Schools, we use detailed academic, behavior and social-emotional data to ensure every student in the district is known. We focus on creating and supporting rigorous, engaging and personalized learning experiences for all students to identify and eliminate inequities - so every student has a clear and achievable path to success marked by measurable goals. Offering a range of program and opportunities, MNPS has options to fit every family's needs. Whether you are looking for advanced academics, visual and performing arts, special education services, English language support or STEAM (science, technology, engineering, arts and mathematics) educational programs, we offer the best choices to meet individual student needs - starting at Pre-K all the way through graduation.

Our Vision Metro Nashville Public Schools will be established as the premier large school district in Tennessee and beyond by ensuring that every student is known. Our Mission We deliver a great public education to every student, every day. Our Core Values Core values drive and focus our collective commitments included in our mission and vision. These values reflect the principles that guide our internal conduct, as well as our relationships with the external community. Metropolitan Nashville Public Schools is an equal opportunity employer committed to promoting diversity, inclusion, and equal opportunities for all individuals. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, gender identity or expression, marital status, veteran status, sexual orientation, or any other characteristic protected by law. Metropolitan Nashville Public Schools is dedicated to creating an inclusive work environment that reflects the diversity of our global community. We strive to treat all employees and applicants with respect and fairness, and we make employment decisions based on merit, qualifications, and business needs. The American Disabilities Act (ADA) requires MNPS to provide adequate accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Job Info

• Job Identification 3417
• Job Category Other Management
• Job Schedule Full time
• Job Shift Day
• Locations MNPS Maintenance
• Minimum Salary 71,045.96
• Targeted Start Date 07/01/2026
• Job Class Support
• Tier All Tiers
• MNPS Work Schedule 12 Month