Administrative Assistant of Plant Operations

Administrative Assistant of Plant Operations

Provides high-level, confidential administrative support to the Chief of Facilities and Capital Projects, facilities management, and supervisory staff. Coordinates daily operational, technical, financial, and labor-management functions across district educational and administrative facilities. Direct supervision by the Chief of Facilities and Capital Projects, with annual evaluation. Overall job functioning guided by the Chief of Facilities and Capital Projects.

Operations & Work Order Management

• Serves as central communications liaison between district leaders, principals, maintenance/custodial staff, skilled trades, transportation, contractors, architects, engineers, consultants, vendors, and municipal agencies.
• Receives, prioritizes, assigns, and tracks work requests using the district's Computerized Maintenance Management System (CMMS).
• Dispatches maintenance personnel and skilled trades based on emergency needs, operational priority, workload, and contract terms.
• Schedules daily work assignments for custodial staff, maintenance mechanics, HVAC technicians, electricians, plumbers, carpenters, grounds personnel, and external contractors.
• Coordinates facility access, security protocols, schedules, and punch lists for external contractors.
• Assists in building inspections and coordinates deliveries of equipment, tools, furniture, and maintenance supplies.

Payroll & Labor Relations Administration

• Maintains staffing rosters and tracks attendance, overtime, comp time, vacation, personal/sick leave, and holiday schedules.
• Processes union payroll in compliance with labor agreements, resolving discrepancies in shift differentials, overtime, call-back pay, premium pay, and contractual stipends.
• Monitors overtime equalization lists to ensure equitable distribution according to union rules.
• Administers collective bargaining provisions: tracks seniority lists, shift bids, transfers, vacancy postings, probationary periods, and licensing/certification renewals.
• Assists management in preparing documentation for employee evaluations, investigations, disciplinary actions, and labor grievances.
• Maintains confidential personnel files, emergency contact rosters, and labor relations records.

Procurement, Finance & Budgeting

• Initiates and processes purchase requisitions, purchase orders, invoice approvals, and payment coding in district accounting software.
• Verifies contractor insurance certificates, licenses, prevailing wage documents, and contractual compliance prior to project start.
• Assists with public procurement: bid openings, RFPs, RFQs, vendor contact lists, and contract administration.
• Monitors departmental operating budgets, capital project expenditures, encumbrances, and account balances.
• Tracks inventory for maintenance materials, custodial supplies, equipment, tools, and spare parts.

Departmental Administration & Community Support

• Manages department calendars, schedules meetings, and records/distributes agendas, minutes, and action items.

Processes internal and external Building Permits for events, athletics, elections, public meetings, and community programs.

Onboards new staff: coordinates orientation, ID badges, uniforms, physical keys, and district access credentials.

Assists in preparing operational reports, KPI dashboards, maintenance statistics, and payroll/budget summaries.

Safety, Compliance & Emergency Response

• Schedules preventive maintenance and regulatory inspections for HVAC, boilers, elevators, fire alarms, sprinklers, generators, backflow preventers, and life safety systems.
• Maintains compliance documentation for federal, state, and local standards, including environmental testing, asbestos inspections, lead compliance, indoor air quality, and safety data sheets.
• Coordinates mandatory safety training programs (OSHA, asbestos awareness, confined space, bloodborne pathogens).
• Supports emergency response activities during weather events, utility failures, fire alarms, security incidents, and after-hours emergency calls.

Qualifications & Requirements

• Preferred: Associate's or Bachelor's degree in Business Administration, Public Administration, Facilities Management, or a related field (or equivalent experience).
• 3 to 5 years of progressively responsible administrative experience, preferably in school facilities, municipal government, public works, or construction administration.

Technical Knowledge & Tools

• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Hands-on experience with CMMS platforms, payroll systems, and financial/accounting software.
• Equipment used: personal computers, printers, copiers, calculators, multi-line telephone systems, radio communication equipment, and intercom systems.

Core Competencies

• Knowledge of facilities management, maintenance operations, custodial services, and public procurement rules.
• Ability to interpret complex union contracts and maintain absolute confidentiality on sensitive personnel matters.
• Strong written/verbal communication skills; English proficiency required, Spanish preferred.

Position in Organization

Reports to the Chief of Facilities and Capital Projects.

Evaluation

Performance of this job will be evaluated annually in accordance with provisions of the School Committee's Policy on Evaluation of Administrative Personnel.

Work Salary

Established in the active collective bargaining Agreement between the Cranston School Committee and the Secretarial Employees Bargaining Unit.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, and sit. The employee is occasionally required to stoop, kneel, crouch, or lift. Specific vision and hearing abilities are required to perform this job.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate to loud. The employee continuously interacts with the public and staff. The employee frequently will be required to meet multiple demands from several people.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Revised 08/26/26