Administrative Assistant

Administrative Assistant Facilities, Maintenance, and Custodial Operations

Primary Function: To serve as confidential assistant to the administrator(s) in charge and to facilitate the mission of the school through effective communication, problem solving, and the provision of quality administrative support services.

Qualifications Education & Experience: High school diploma required. Associates degree or equivalent combination of education and experience preferred. One (1) to three (3) years' administrative or office coordinator experience, preferred. Experience managing multiple priorities, maintaining efficient workflows, and meeting deadlines in a fast-paced environment. Experience and training which provide the following abilities, skills and knowledge: Knowledge of grammar, spelling, punctuation and mathematics to perform successfully in this position. Experience with payroll processing and financial record-keeping. Proficiency in Google Workspace and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with student information systems and database management. Possess the keyboarding skills necessary to perform successfully in this position. Ability to establish priorities, resolve conflict, remain calm under stressful situations, and multi-task. Ability to compose clear, professional correspondence and reports. Ability to communicate with staff, students and community members in a courteous, tactful, and effective manner. Ability to operate standard office equipment including printers, scanners, and multi-line phone systems. Conflict resolution skills and ability to remain calm under pressure. Ability to work effectively with minimal supervision and make sound decisions. Flexible approach to changing priorities and emergency situations. Absolute commitment to maintaining privacy of student and personnel information in compliance with FERPA and other regulations. Professional customer service skills for interacting with parents, students, staff, and community members. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Essential Duties and Responsibilities:

• Community Relations & Support: Serve as primary resource/liaison for parents, students, staff, and community members regarding facilities operations, maintenance requests, and custodial services. Handle inquiries in FMX about building use, facility rentals, maintenance schedules, and facility policies. Provide administrative support to the Facilities Director and perform administrative assistance functions as needed. Manage correspondence, communications, and departmental documentation.
• Facility Records & Work Order Management: Maintain accurate facility maintenance records, including work order tracking and completion documentation. Assist with processing maintenance requests and priority assignments. Assist with processing special facility needs and coordinate with appropriate departments. Maintain facilities records including contractor files, equipment maintenance records, and project documentation. Handle document filing, retention, and retrieval according to state requirements. Process public records requests related to facilities operations.
• Incident & Safety Management: Process all incident reports related to facilities staff and building safety concerns (accidents, equipment failures, safety hazards). Maintain documentation for insurance and liability purposes.
• Budget & Financial Management: Assist Facilities Director with budget tracking and internal fund management. Manage all departmental financial activities including invoicing for contracted services, cash receipts, purchase order requests. Handle credit card reconciliation and departmental procurement account management. Process payments to vendors and contractors.
• Inventory & Supply Management: Maintain inventory for facilities supplies (maintenance materials, custodial supplies, office supplies, equipment parts). Order and track delivery of maintenance parts, cleaning supplies, tools, and safety materials.
• Compliance & Regulatory Affairs: Assist with tracking building compliance activities, safety inspections, and regulatory requirements. Assist with monitoring staff certifications, training requirements, and safety protocols. Assist with coordinating state facility audits and regulatory reporting.
• Payroll Processing: Process payroll for facilities department employees including maintenance staff.
• Facilities Scheduling & Coordination: Coordinate facility use scheduling in FMX including building rentals, community events, and special facility needs. Assist with maintenance scheduling and project coordination. Assist with handling schedule changes due to emergencies or urgent repairs. Assist with coordinating with schools for facility maintenance during school hours. Support facilities-related training sessions and staff meetings.
• Emergency & Safety Support: Assist with facility emergencies and coordinate with appropriate personnel. Assist with managing facility safety protocols and emergency procedures. Support emergency response procedures and crisis management.
• Organizational Alignment: Support the district's vision and mission through efficient facilities operations. Promote safety, reliability, and customer service excellence.
• Additional Responsibilities: Perform other facilities-related duties as assigned by the Director of Facilities, Maintenance, and Custodial Operations.

OESPA 2026-27 base hourly rate: $19.57. Reports to: Director of Facilities, Maintenance, and Custodial Operations. To Begin: August 2026 or ASAP.