Executive Asst to Maintenance Director/District Receptionist

Executive Assistant To The Maintenance Director

Duty Days: 225 days

Qualifications: High school diploma, some college preferred, secretarial and computer skills.

Reports To: Director of Maintenance, HR Director

Job Goal: To assist the Campus Principal in creating an efficient office

Pay Grade: EA Scale

FLSA: Non-Exempt

Performance Responsibilities:

• Demonstrates competence, professionalism, and initiative in carrying out assigned responsibilities.
• Demonstrates above-average typing, data entry, and organizational skills.
• Performs assignments independently with minimal supervision while exercising sound judgment.
• Attends staff meetings as requested; records, prepares, distributes, and maintains meeting minutes.
• Coordinates and schedules meetings, appointments, conference room reservations, and departmental calendars.
• Conducts employment reference checks for prospective employees upon request.
• Prepares, processes, and submits purchase orders for the Maintenance Department and District Office in accordance with district policies and procedures.
• Assists with the distribution of centralized copy materials and other office communications as needed.
• Maintains positive and professional communication with district staff, administrators, vendors, contractors, parents, and the public.
• Answers, screens, and directs incoming telephone calls for the District Office.
• Serves as the District Office receptionist by greeting visitors, assisting guests, and directing them appropriately.
• Maintains strict confidentiality regarding personnel, student, financial, and district matters.
• Demonstrates proficiency in Microsoft Office applications, email, and district software systems.
• Ensures the District Office operates efficiently in a professional, organized, and customer-service-oriented manner.
• Serves as Executive Assistant to the Maintenance Director by providing administrative, clerical, and organizational support.
• Maintains organized filing systems, records, and processes incoming and outgoing correspondence.
• Assists with inventory management and orders office supplies for the District Office and Maintenance Department.
• Coordinates and maintains maintenance department records, reports, work orders, and related documentation.
• Assists in preparing departmental reports, presentations, spreadsheets, and correspondence.
• Coordinates communication with vendors, contractors, service providers, and district departments regarding maintenance-related matters.
• Assists with budget tracking, invoice processing, payment requests, and other financial documentation as directed.
• Maintains department contracts, warranties, service agreements, and vendor files.
• Coordinates travel arrangements, conference registrations, and itineraries for the Maintenance Director when applicable.
• Assists in planning and coordinating department meetings, trainings, and special events.
• Maintains schedules for maintenance staff meetings, district facilities, and conference room usage.
• Monitors office supply inventory and office equipment to ensure efficient daily operations.
• Assists with departmental projects and administrative initiatives as assigned.
• Attends required professional development, workshops, and training sessions.
• Supports the district's mission by providing courteous, efficient, and professional customer service to all stakeholders.
• Performs other duties as assigned by the Human Resources Director and the Maintenance Director.

Mental Demands/Physical Demands/Environmental Factors Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide and statewide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsible and duties that may be assigned or skills that may be required