Bookkeeper/Administrative Asst. - Facilities

Bookkeeper/Administrative Assistant - Facilities

Operations Support Staff Level VII

$21.53 TO $22.63 (based on education and experience)

260 Days/8 hours per day

Director of Facilities

Fully benefitted to include: medical, dental, vision, life insurances; sick, personal, holidays & vacation days as well as state retirement (PERF).

Create, process and maintain all bookkeeping and performs administrative duties for the Facilities Department.

Experience of three (3) or more years in accounting/bookkeeping required.

Must have a minimum of a high school diploma or GED.

Associates or Bachelors degree in accounting is desired.

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Ability to deal with problems involving several concrete variables in standardized situations.

Knowledge Microsoft Suite and G-Suite.

Reviews purchase requests, quotes, contracts, and purchase agreements for accuracy; selects expenditure accounts and object codes to ensure compliance with the Indiana State Board of Accounts.

Process and maintain records of invoices, track orders, request quotes and compare costs. Reconcile monthly vendor statements, and request credits if needed. Ensure accuracy by matching payment records with the Business Office.

Tracks budget on capital projects and general funding accounts, provides budget reports to the Facilities Director and project managers, and analyzes department expenses.

Requests fund transfers and change orders from the Business Office.

Submits requisitions and issues purchase orders for the following:

Facilities (maintenance and custodial equipment & supplies, service contracts, regular maintenance and repairs, construction & remodeling projects, office supplies, travel expenses, permits, etc.)

Technology (intercom & sound system projects and repairs)

Food Service (preventative maintenance service contracts, walk-in freezer & cooler repairs)

Prosser (Construction and remodeling projects, maintenance and custodial service contracts)

Schools (furniture and equipment)

Attends project, finance, and Facilities staff meetings.

Manages difficult or emotional customer situations; Responds promptly to customer needs.

Provide secretarial support to department staff as assigned. Provide backup for receptionist, answer phones, open and rout mail, assist callers and guests.

Listens and gets clarification; Responds well to questions; Writes clearly and informatively; Able to read and interpret written information.

Maintains filing system for all purchases, including quotes, purchase orders, invoices, service contracts, and capital improvements.

Advises Facilities staff on state purchasing requirements and corporation policy.

Maintains approved purchaser lists for local vendors. Answers calls from Facilities PO line and issues PO numbers to facilities staff or local vendors for in-store purchases.

Records maintenance staff and building supervisor material & tool purchases. Informs Facilities Director of duplicate or unnecessary purchases.

Maintains spreadsheets for projects, GO Bonds, and School Safety Grant purchases made by Facilities and other departments.

Handles first round of Amazon order approvals for Facilities Department.

Records attendance for Facilities managers.

Assists business office staff with corporation's capital assets reports/audits

Places legal advertisements in the local newspaper for Facilities Director and Project Managers.

Creates documents and spreadsheets as needed for the Facilities team.

Sends contracts and services agreements to the ASC to be uploaded to Gateway.

Manages Facilities credit card accounts.

Files W-9 and Certificate of Insurance on Google Drive

Submits credit applications and sales tax exemption certificates to vendors

Files weekly pool analysis reports in Google Drive

Handles mileage and travel reimbursements

Performs other related duties as assigned.

This job has no supervisory specific responsibilities, unless noted by the Principal.

While performing the duties of this job, the employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand, walk, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 40 pounds.

The employee shall remain free of any alcohol or nonprescribed controlled substance abuse in the workplace throughout his/her employment in the Corporation.