Administrative Assistant 4, Facilities Department, Permanent Support Staff (Anticipated)

Administrative Assistant 4, Facilities Department

Location: Chancellor Center

Available: September, 2026

Hours/Schedule: 7.5 hours per day/5 days per week/261 days per year

The Council Rock School District is seeking a highly motivated, organized, and detail-oriented individual to provide comprehensive administrative support to the Facilities Department while coordinating the use of District facilities for community activities. This position will serve as a primary point of contact for facility usage.

The position requires excellent customer service and communication skills, strong organizational abilities, sound judgment, attention to detail, and the ability to manage multiple priorities in a high-volume, fast-paced environment. The successful candidate will work collaboratively with the Supervisor of Facilities, Property Services Manager, and the entire Facilities Department.

Essential Duties and Responsibilities

Duties will include, but not be limited to, the following:

Facilities Use and Scheduling

• Coordinate and schedule District facilities for community activities in a safe, efficient, and organized manner, ensuring compliance with District policies, procedures, and guidelines.
• Serve as the primary point of contact for facility use inquiries from employees, community members, organizations, and the public.
• Assist with maintaining annual, monthly, and weekly athletic and activity calendars for use by schools, maintenance, custodial, and athletic staff.
• Coordinate auditorium technology managers as required.
• Participate in the annual review of facility rental fees and provide recommendations for adjustments as appropriate.
• Reconcile facility-use accounts, process payments, pursue past-due balances, resolve fee discrepancies, and maintain accurate financial records.
• Reconcile custodial time sheets associated with facility use.
• May be required to respond to emergency calls outside of normal working hours.

Facilities Department Administrative Support

• Provide daily administrative support to the Facilities Department and Supervisor of Facilities.
• Prepare and process monthly invoices, purchase orders, payment requests, letters, forms, reports, and other departmental documents and serve as the primary point of contact for vendors.
• Maintain accurate records of accounts, expenditures, purchase orders, invoices, contracts, and other financial information.
• Assist with preparation of Facilities Department budget information, including gathering and compiling data, applying appropriate budget codes, and preparing information for incorporation into the annual budget.
• Schedule meetings, appointments, inspections, and other departmental activities.
• Assist with the preparation, processing, and maintenance of service contracts, including review of certified payroll, insurance certificates, bonds, and other required documentation.
• Assist with bidding, bid awards, accounting, documentation, and filing associated with capital improvement and facilities projects.
• Maintain and update project accounting databases and records for capital improvement and facilities projects.
• Assist with scheduling contractors and vendors performing routine maintenance and other work within District facilities.
• Maintain state and federal reporting records related to integrated pest management, AHERA, and other environmental requirements, as assigned.
• Assist other departmental administrative staff and provide coverage during breaks, absences, or as needed.
• Perform other related duties as assigned by the Supervisor of Facilities or Property Services Manager.

Qualifications and Experience

• Job-related administrative, customer service, or office experience with increasing levels of responsibility, including purchasing, accounts payable, budgeting, contracts, and facility scheduling is preferred.
• Prior facilities department/construction/architectural administrator experience is required.
• Demonstrated ability to work independently, exercise sound judgment, interpret and apply policies and procedures, and make appropriate decisions.
• Strong computer and technology skills with demonstrated proficiency in Microsoft Word and Excel.
• Knowledge and experience with database and administrative software systems required.
• Experience with MUNIS, Event Manager, facility-use software, or comparable systems is strongly preferred.

Knowledge, Skills, and Abilities

• Strong customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive financial and personnel information appropriately.
• Ability to establish and maintain effective working relationships with District staff, contractors, vendors, community organizations, and the public.
• Ability to manage multiple priorities and meet established deadlines with strong organizational skills.
• Ability to understand, interpret, and consistently apply District policies, procedures, and guidelines.
• Proficiency with Microsoft Office and other technology systems.

REQUIRED PAPERWORK: In order to begin employment in any PA public school, all employees are required to complete mandatory paperwork. Background employment clearances must be completed within the last year to be valid and include:

• PA State Police Clearance (Act 34)
• Child Abuse Clearance (Act 151)
• FBI Fingerprints (Act 114) IndentoGo

Some additional paperwork includes Arrest/Conviction Report form, PA Sexual Misconduct/Abuse Disclosure (Act 168), physician's health form and recently completed TB test.