Administrative Assistant to the Building and Grounds Director

Qualifications/Experience:
High School Diploma/GED.
Previous work experience as an Administrative Assistant is preferred.

Associates degree is preferred.
Experience with the following: Employee Time Management & Absence software PowerSchool Microsoft Office programs Google Drive etc.
Successful background check required.

Knowledge/Skills/Abilities Needed:

Strong organizational communication and administrative skills to support the daily operations of the Buildings and Grounds Department including custodial and maintenance services. Knowledge of office procedures work order systems purchasing inventory management and recordkeeping. Proficiency in computer applications spreadsheets and district software. Ability to coordinate schedules track requests maintain accurate records prioritize multiple tasks and resolve problems independently. Strong customer service skills with the ability to communicate effectively with district staff vendors contractors employees and applicants. Must be detail-oriented dependable adaptable and able to maintain confidentiality and positive working relationships.

Exemplifies the following Five Character Traits: compassion respect responsibility self discipline and honesty.

Specific Tasks:

Under the direction of the Buildings and Grounds Director provide administrative support for the daily operations of the districts custodial and maintenance departments. Coordinate schedules meetings work requests and departmental communications. Assist with tracking maintenance projects work orders preventative maintenance schedules and facility needs. Prepare purchase orders process invoices monitor departmental budgets and maintain accurate records of expenditures supplies equipment and inventory. Maintain accurate uniform inventory records and assist with employee uniform requests ordering and distribution. Assist with employee timekeeping payroll submissions absences and substitute coverage. Maintain employee records training documentation certifications and safety compliance records. Coordinate required inspections safety training and regulatory reporting. Serve as a point of contact for building administrators custodial and maintenance staff vendors contractors and other district departments. Assist with coordinating vendor services obtaining quotes and scheduling repairs and maintenance projects. Prepare reports correspondence and departmental documentation while maintaining confidentiality and ensuring accuracy. Support the hiring of custodial staff by assisting with job postings interview scheduling candidate follow-up new hire orientation and related communications. Identify opportunities to improve organizational processes communication and operational efficiency. Other duties as assigned. See the job description for additional information.

Hours Per Day:
3.5 hours per day M-F
Year round - 12 months
As per contract

Benefit eligible position: health dental and optical insurance supplemental insurance available long-term disability coverage district-paid life insurance policy retirement plan sick days vacation days holidays and more!

Required Experience:

IC