Administrative Assistant to the Director of Facilities Management

Administrative Assistant to Director of Facilities Management

The job of Administrative Assistant to the Director of Facilities Management was established for the purpose(s) of providing a variety of secretarial support to the assigned administrators and the department; establishing and maintaining records; coordinating and completing assigned projects; and compiling and distributing a wide variety of material and reports.

Essential Functions:

• Utilizes computer programs and new office technologies (e.g. GoogleDocs) to communicate data for the purpose of conveying information.
• Compiles data (e.g. work orders, budge reports, specialized reports, time sheets, personnel records, etc.) for the purpose of preparing reports or processing requests.
• Coordinates and completes assigned projects and/or program components (e.g. proper distribution of materials to a variety of departments, arrangements for conferences, meetings, travel requirements, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains a variety of manual and electronic documents files and records (e.g. work orders, time sheets, expense reimbursement requests, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a wide variety of activities on behalf of the Facilities Department (e.g. meeting arrangements, account balances, work order status, etc.) for the purpose of achieving the goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Prepares a variety of reports, documents and correspondence (e.g. letters, memorandums, meeting minutes, charts, periodic and ad-hoc reports, operational procedures, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Processes a variety of documents and materials (e.g. time sheets, work orders, requisition, invoices, etc.) for the purpose of disseminating information in compliance with established guidelines.
• Researches assigned topics (e.g. current practices, policies, building codes, etc.) for the purpose of providing information that addresses school operations through books (e.g. School Board Policy, building codes, etc.) and the Internet.
• Responds to written and verbal inquiries from a variety of internal and external sources using a customer service attitude for the purpose of providing information and/or providing direction.
• Communicates with other employees, departments, administrators, applicants and the public for the purpose of providing information and assistance relating to the Facilities Department.
• Organizes and guides facilities department staff to complete tasks including inspections, maintenance repairs, electronic documentation, and/or paperwork.

Other Functions:

• Procures supplies and materials for the purpose of maintaining availability of required items.
• Participates in training for the purpose of updating skills as changes occur in District software.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements:

Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using pertinent job related software applications; preparing and maintaining accurate records; and planning and managing projects.

Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; common office machines; concepts of English grammar and punctuation to write routine reports and correspondence; and office methods and practices.

Specific ability-based competencies required to satisfactorily perform the functions of the job include: maintaining confidentiality, establishing and maintaining effective working relationships; communicating with diverse groups; working with detailed information; reading and interpreting documents; adapting to changing work priorities; meeting deadlines and schedules; setting priorities; working as part of a team; and working with frequent interruptions.

Working Environment:

The usual and customary methods of performing the job's functions require the following physical demands: Some lifting, carrying, pushing and/or pulling and significant fine finger dexterity. Generally the job requires 90% sitting, 5% walking, and 5% standing. This job is performed in a generally clean and healthy indoor environment.

Arlington Heights School District 25