Administrative Assistant III - Facilities & Construction

Administrative Assistant III - Facilities & Construction

Under moderate supervision, organize and manage the routine work activities of the Facilities & Construction office and provide clerical support to the director and other staff members.

Education/Certification:

• High school diploma or equivalent
• Associate's degree preferred

Experience:

• Three years' clerical/secretarial experience

Special Knowledge/Skills:

• Proficient skills in keyboarding, data entry, word processing, and file maintenance
• Ability to use software to develop spreadsheets and databases and perform word processing
• Ability to prioritize workflow to address the multiple needs of the supervisor and department
• Ability to manage numerous complex administrative activities simultaneously
• Basic math skills
• Effective communication and interpersonal skills
• Bilingual preferred

Major Responsibilities and Duties:

Reception and Phones:

• Greet and direct department visitors, respond to inquiries, and refer them to appropriate department staff.
• Answer incoming calls, take reliable messages, and route them to appropriate staff.

Records, Reports, and Correspondence:

• Prepare correspondence, forms, reports, manuals, and presentations for the director and other department staff.
• Monitor the electronic work order request system, as well as requests made by telephone, email, or in person; evaluate and prioritize requests based on urgency and needed services, and dispatch appropriate personnel.
• Compile pertinent data to prepare required state and local reports.
• Compile, maintain, and file physical and electronic departmental files, including preventive maintenance data, work orders, and other required records and documents.
• Maintain records for continuing education and license renewals for licensed staff.
• Coordinate equipment inspections and submit required reports to the appropriate state agency.

Budgeting/Bookkeeping:

• Perform routine bookkeeping tasks and maintain department budget records.
• Prepare and process department purchase orders and payment authorizations.
• Monitor and process personnel time records, including leave requests and reports, and submit them in accordance with district procedures.

Other:

• Coordinate district surplus auctions by sorting, organizing, photographing, uploading items, and assisting with auction pickup.
• Organize and manage routine office activities and prioritize special assignments.
• Coordinate department meetings, including preparing materials, scheduling facilities, and arranging equipment.
• Order and maintain inventory of office supplies for the department.
• Receive, sort, and distribute department mail and other documents.
• Maintain effective rapport with the public and respond to questions or concerns in a prompt and courteous manner.
• Maintain confidentiality.
• Attend district staff development and participate in other applicable professional development activities.
• Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None.

Mental Demands / Physical Demands / Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals, multi-line telephone system, copier/printer/scanner, shredder, fax machine, and calculator

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

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

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

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

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