Administrative Assistant II for the Director of the Madison Education Foundation and for the Director of Maintenance and Transportation

Madison Elementary School District #38

Title: Administrative Assistant II for the Director of the Madison Education Foundation and for the Director of Maintenance and Transportation

Overview: The Administrative Assistant II will provide administrative support for the Madison Education Foundation and Madison Maintenance and Transportation department. This position requires an individual who manages multiple tasks simultaneously, interacts positively with staff and stakeholders, solves problems creatively, takes initiative and attends to details. The Administrative Assistant must be organized, efficient and possess a high level of professional maturity. Experience with public schools and non-profit organizations are an asset.

Responsibilities shall include, but not be limited to:

• Two years of previous office experience required.
• Bachelor's degree preferred or education/training/experience in a related field.
• Possess or have the ability to obtain an IVP fingerprint clearance card.
• Experience with event and sales management.
• Experience with purchasing.
• Passionate about building relationships and customer service (internal and external).
• Outstanding written and oral communication skills; research skills; ability to analyze, think critically and explain alternatives clearly.
• Strong technology and software skills including word processing, spreadsheet usage, presentation design and donor database.
• Must know G-Suite and MS-Suite products.
• General working knowledge of the Arizona non-profit community.
• Ability to creatively problem solve both independently and as part of a team.
• Ability to lift light objects (less than 40 pounds) to transport to and from event locations.
• Ability to maintain excellent attendance.
• Experience with booking vendors for food service, transportation, and hotels.
• Bilingual (preferred).

Performance responsibilities (Madison Education Foundation): Responsibilities shall include, but not be limited to:

• Support the Director for the Madison Education Foundation.
• Manage the Madison Education Foundation budgets and calendars.
• Coordinating and supporting activities for the Madison Education Foundation.
• Knowledge of purchase orders and purchasing processes.
• Accurate and timely follow up and correspondence.
• Professional and effective interaction with internal and external constituencies, including via telephone, email and in person.
• Work independently with minimal supervision.
• Contribute to the team by accomplishing additional duties as assigned.

Performance Responsibilities (Maintenance and Transportation): Responsibilities shall include, but not be limited to, the following:

• Act as a point of contact for members of the public, vendors, and district staff.
• Prepare correspondence independently from oral instruction.
• Maintain Maintenance and Construction filing system including responsibility for confidential files.
• Schedule and attend meetings, take notes and prepare summaries for distribution to participants.
• Type and prepare assigned reports for administrators, superintendent, and Board, as directed.
• Process mail and phone calls and follows-up with replies by phone or in writing to any inquiries.
• Arrange interviews with applicants and staff members.
• Responsible for processing time sheets and other personnel documents for Maintenance and Transportation employees.
• Responsible for all office clerical work.
• Manage facility rentals including the approval of up-to-date guidelines, timely approval of new rental requests, billing and collection of payment for facility rentals.
• Ensure school maps are kept up to date, evacuation plans are current and posted and records are maintained.
• Process property damage insurance claims including procurement of services as needed, coordinate billing, prepare police reports as needed, participate in insurance asset meetings and prepare annual insurance cost reports.
• Submitting, scheduling and following up on service calls to vendors. (i.e. pest control, security, landscape etc.)
• Issue and tracks keys and alarm codes.
• Manage all department POs including monitoring for appropriate usage, spending limits, issuing and closing of all department POs.
• Assist in preparing and typing of bid specifications and documents.
• Place material orders for the department as needed.
• Invoice processing and payables research.
• Perform additional duties as assigned by the Director.

Language Skills: Ability to read and interpret documents in English as well as the ability to write routine correspondence in English.

Salary Schedule: Grade F Salary Range: $18.94-$23.21 (DOE)

12 months / 8 Hour Day / Benefits

Supervision & Evaluation: Director for the Madison Education Foundation Director for Madison Maintenance and Transportation