Administrative Assistant for Maintenance (Internal Only)

Administrative Assistant for Maintenance

Ketchikan Gateway Borough School District

Ketchikan Alaska

Job Description

Job Title: Administrative Assistant-Warehouse Clerk

Reports To: Director of Maintenance

Job Purpose: To work with and assist Director of Maintenance. Operate and maintain warehouse. Custodial ordering and dispatch.

Duties, Responsibilities and Accountabilities:

• Greet and receive visitors and answer the telephone, operate office machines, manage calendars, proficient computer skills a must.
• Maintain files and records required by district policy, regulations or good practice.
• Receive and dispatch messages via email, cell or verbal.
• Classify, sort and file correspondence or other data.
• Receive, record and report to Director of Maintenance or designee all work orders and district maintenance requests.
• Input and maintain all records in the district computer maintenance management software program (Hero HQ CMMS).
• Prepare purchase requisitions as directed by supervisor.
• Receive, unpack and record receipt of supplies and equipment. Tag and record inventoried fixed assets.
• Verify accuracy of shipments by comparing description and code numbers with packing slips and purchase orders, recording any discrepancies or damage.
• Mark incoming items and post quantities, notifying and/or routing to proper school official.
• Package and ship merchandise to be returned to vendors, alerting vendor and proper school official when broken or unacceptable items are returned.
• Input receiving documentation into data base.
• Input selected invoices and other documentation into the data base as directed.
• Coordinate with the district's business department to ensure that proper school officials are informed of items received.
• Warehouse clerk duties will include sorting all incoming district postal, intraschool mail, packages and library books. Checked in and sorted materials will be distributed to school locations via the use of district vehicle.
• Unload trucks, vans or containers for warehouse storing and stacking. Store items according to established procedure.
• Record quantity and type of materials and equipment distributed and on hand.
• Prepare and order periodic, special or perpetual inventory of custodial stock materials.
• Maintain offices, warehouse area and storerooms in a clean, orderly manner.
• Maintain and update substitute custodial list, dispatch custodians where and when needed, track all substitute assignments, assist director of maintenance with custodial time sheets, set up custodial needs for special events or activities.
• Maintain maintenance department petty cash.
• Track and maintain database on all district utilities.
• Establish and maintain cooperative relations with those contacted in the course of work.
• Perform other tasks and assume other responsibilities that may be assigned.

Requirements:

• Requires High School Diploma or equivalent.
• 3-5 years experience in related areas.
• Ability to maintain confidentiality.
• Ability to deal effectively with the general public.
• Experience in basic office procedures including filing, calculator, copier, Apple computer and applicable software is required including Word and Excel.
• Ability to lift 60 pounds on a continual basis.
• Ability to move and position up to 150 pounds on occasional basis.
• Ability to operate warehouse equipment, such as forklift, pallet & hand truck (and/or willingness to learn).
• Basic knowledge of bookkeeping/accounting is required.
• Must have Alaska State driver's license with no insurance restrictions.
• First aid/CPR training is recommended.

Knowledge, Skills and Abilities:

Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before parents, staff and students.

Mathematical Skill: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Problem Solving: Can identify and resolves problems in a timely manner. Works well in group problem solving situations. Uses reason even when dealing with emotional topics.

Interpersonal Skills: Focuses on solving conflict and not blaming. Maintains confidentiality. Listens to others without interrupting. Keeps emotions under control and remains open to other ideas and tries new things.

Teamwork: Contributes to building a positive work environment.

Diversity: Shows respect and sensitivity for cultural differences and promotes a harassment-free environment.

Ethics: Treats people with respect, keeps commitments and inspires the trust of others. Works with integrity and ethically.

Judgment: Exhibits sound and accurate judgment and includes appropriate people in decision-making process.

Planning/Organizing: Uses time efficiently.

Professionalism: Approaches others in a tactful manner. Reacts well under pressure and treats others with respect and consideration regardless of their status or position. Accepts responsibility for own actions.

Quality: Demonstrates accuracy and thoroughness and looks for ways to improve and promote quality.

Safety and Security: Observes safety and security procedures. Reports potentially unsafe conditions and uses equipment and materials properly.

Attendance and punctuality: Is consistently at work and on time. Dependability: Follows instructions, responds to management directions and takes responsibility for own actions. Keeps commitments.

Other Skills and Abilities: Demonstrated ability to operate computers and related software. Ability to perform duties with awareness of all district requirements and Board of Education policies.

Physical Demands: While performing the duties of this job, the employee is frequently required to stand and talk or hear and sometimes walk and sit. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus. The position requires the individual to meet multiple demands from several people and interact with the public and other staff.

Ketchikan Gateway Borough School District Human Resources 333 Schoenbar Rd Ketchikan, AK 99901 KETCHIKAN GATEWAY BOROUGH SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER Revised 2026

Accepting International Visa Applicants?

No

Start Date

Jun 19, 2026

About The Ketchikan Gateway Borough School District is known for its strong commitment to providing quality education in a beautiful and unique southeast island Alaskan setting. With a focus on fostering a supportive learning environment, the district emphasizes student engagement and community involvement. Teachers often go above and beyond to inspire students, offering personalized support and innovative teaching methods. The district also takes pride in its diverse extracurricular activities, which allow students to explore their interests, from sports to arts and culture. Additionally, the close-knit community values education and works collaboratively to enhance the learning experience, making Ketchikan Gateway Borough School District a remarkable place for students to grow academically and personally.