Administrative Assistant-Facilities and Maintenance, Bilingual Required

Administrative Assistant-Facilities and Maintenance, Bilingual Required

Location: Facilities and Maintenance

Hours/Days: 8.0/260

Benefits: Non Rep-260 Day (July-June) Benefit Sheet

Sunnyside School District

Job Description

Job Title: Administrative Assistant-Facilities and Maintenance

Reports To: Director of Facilities/Maintenance

Unit Classification: District Office

Primary Purpose:

The primary purpose of this job is to provide comprehensive administrative, operational and customer service support to the Facilities and Maintenance Department; communicating information on behalf of administrator to school and district staff, other districts' public agencies, etc.; ensuring compliance of department/program activities with financial, legal and administrative requirements; and acting as liaison between the Administrator and other parties, providing information, addressing issues and/or providing general support.

Essential Functions:

1. Coordinates a variety of record keeping activities (e.g. schedules, coverage of operation department phones/front desk, materials for maintenance, grounds, custodial services, etc.). Provide general information or route callers to appropriate staff members. Ensures that complaints regarding services are communicated promptly. Records and delivers messages to staff.
2. Maintains and supports the department's computerized maintenance management system, including work order entry, tracking, reporting, data management, and user assistance.
3. Distributes work orders to maintenance staff.
4. Receives, sorts and delivers mail to appropriate department personnel.
5. Provides secretarial support to the Facilities Director and Facilities Coordinator as assigned. Composes routine correspondence. Formats, edits and types correspondence, forms and reports from system records. Compiles information and designs reports as requested. Duplicates and distributes materials as required.
6. Monitors and tracks results of safety inspections, documenting completion of recommendations identified by Health and Fire Department inspections.
7. Maintains facilities-related records including permits, inspections, maintenance documentation, contracts, service agreements, warranties, and regulatory compliance records.
8. Compiles information for procurement, bids, and prepares purchase orders as directed. Receives and verifies incoming orders. Send information to the Fiscal department for processing.
9. Coordinates school facility rentals, review required documentation, create billing, and monitor accounts receivable.
10. Coordinates department calendars, meetings, training activities, and event scheduling as assigned.
11. Receives calls from custodians, maintenance, and grounds staff who will be unable to report to work for their daily assignment or unable to complete their daily shift. Track work hours of regular and substitute staff. Process payroll leave records or authorizations for Director's signature.
12. Tracks department expenditures to monitor budget compliance.
13. Maintains current MSDS sheets for Maintenance Department supplies as required.
14. Maintains confidential files including training records. Ensures that files include all required documents.
15. Responds to inquiries from staff, students and public regarding Maintenance/Facilities related issues for the purpose of providing information, facilitating communication and prioritizing work.
16. Supports Maintenance/Facilities Administrators and department staff for the purpose of providing assistance with administrative and departmental functions and operations.
17. Provides excellence in customer service in all situations.
18. Other related duties as assigned.

Other Functions:

1. May be required to provide support or temporary coverage in other departments or buildings to assist with the completion of work activities.
2. Attends meetings as may be required for the purpose of providing coordination, materials, support and/or minutes.
3. Assists with emergency communications, facility-related incidents, and operational coordination during emergencies or special projects as assigned.

Working Relationships:

Interacts regularly with various administrators, support staff, and other district employees. Contacts with individuals outside of the district include regular contact with vendors, and outside agencies.

Working Conditions:

The daily work is performed in an office setting and at various sites within the district. The job incumbent is often required to: attend evening meetings or activities; sit for prolonged periods; be exposed to computer display terminal for prolonged periods; deal with sensitive, confidential information; and meet externally imposed and inflexible deadlines. The incumbent is sometimes required to: deal with distraught, angry or hostile individuals.

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity.

Qualifications:

Education and Experience

High school diploma or GED is required.

Required Knowledge, Skills and Abilities

Knowledge of District policies and procedures.

Ability to produce accurate written documents.

Ability to attend to detail and produce accurate work products.

Ability to remain consistent, calm and fair under pressure.

Ability to exhibit good judgment.

Ability to deal with sensitive information and maintain a high level of confidentiality.

Ability to operate computer including development of word processing, spreadsheet and presentation documents.

Ability to operate office equipment and machinery including copiers, printers, scanners, facsimile machines, and telephone equipment.

Ability to evaluate multiple demands and assign priority for each in order to maximize production and accuracy.

Excellent oral/written communication skills.

Excellent human relations skills including ability to deal with distraught and angry individuals.

Highly developed customer service skills including sensitivity to needs of employees, peers, parents and patrons of the district.

Knowledge of public relations and publications procedures.

Licenses/Special Requirements

Valid photo identification.

Social Security Card.

WSP/FBI fingerprint/background clearance.

Fair Labor Standards Act: Hourly

Evaluation: Director of Facilities and Maintenance

* * The list of essential functions in this job description is not exhaustive and may be supplemented as necessary by determination of an appropriate administrator and Human Resources.

Approved by:

Appropriate Administrator (date) Human Resources (date)

Last Revision: June 5, 2026