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Job Posting Title:

Administrative Specialist - Operations & Maintenance Department

Job Description:

Ensures efficient & effective operation of the department by providing support to manager and department staff with work order management, planning and scheduling work, payroll time management systems, bookkeeping, budgeting & onboarding of new personnel. Enhances stakeholder service and satisfaction by serving as a single point of contact for communication and problem resolution, and develops and promotes good community relations among all staff and school clientele.

Position Specific Information (if Applicable):

This is a day position, working with the Custodial Team within the Operations and Maintenance Department.

Responsibilities:

* -- Ensure prompt response to urgent requests through daily monitoring of work order system, routing and coordination of work with department employees and contract service providers.

* -- Promote fiscal accountability of the department by creating daily accounts of maintenance/grounds work, material costs, and worker-hours accumulated as well as ensuring that all invoices are submitted for reimbursement of funds to the department.

* -- Enable accurate development of department annual budget (where applicable) by tracking and reporting contract cleaning costs as well as cost of supplies and materials on a school by school basis.

* -- Support department personnel and Payroll through creating and maintaining employee daily pay records, hours worked, attendance, leaves, absences, and monthly reconciliation of time for the entire department staff. Audit payroll reports for accurate reporting of assignments

* -- Provide daily, weekly, monthly, annual and special reports pertaining to Facility Use, playgrounds, storm water, building inspections, and other related areas.

* -- Protect valuable district assets by maintaining a comprehensive and updated equipment database, scheduling preventive maintenance of equipment, tracking completion of service, and preparing biannual preventive maintenance reports. Process all documents relative to work order management system.

* -- Facilitate efficient and effective hiring and retention of quality personnel by posting open positions, screening candidates, scheduling and assisting with interviews, and completing all associated paperwork throughout the onboarding process.

* -- Support entire department staff by providing training and support on use of the work order management system, payroll system, onboarding process, and office equipment as well as scheduling staff meetings and training events.

* -- May coordinate vital contracted services including but not limited to waste disposal & recycling, pest control & management and moving & storage. Review invoices to ensure accuracy and control costs.

* -- Answer all related phone calls.

* -- Perform other related duties as assigned or requested.

* -- May streamline department work flow by receiving, reviewing, coding and routing all incoming work requests by priority to ensure that safety needs are given top priority and that routine requests are done in a timely manner. Process all documents relative to the work order process.

Certifications:

Education:

High School or Equivalent (Required)

Skills:

Position Type:

Regular

Primary Location:

West Building A - O&M Offices

One Year Only (Yes or No):

No

Scheduled Hours Per Week:

40

FTE:

1.00

Approx Scheduled Days Per Year:

260 Work Days

* (260 days indicates a year-round position. Time off [or Off-Track Days] are then granted based on the position. Any exceptions to the normal off-track time will be noted in the Additional Position Details section above, as scheduled work days.)

Minimum Hire Rate:

$19.71 USD Hourly

Maximum Hire Rate:

$25.56 USD Hourly

Full Salary Range:

$19.71 USD - $31.40 USD Hourly

* All salary amounts listed above are based on a full-time (1.0) FTE. If applicable, part-time salaries will be prorated according to the assigned FTE.

Benefits:

This position is eligible for health, vision, dental, health savings account (HSA), flexible spending accounts (FSA), District paid and voluntary additional (supplemental) life and accidental death and dismemberment insurance, short and long-term disability, critical illness and accident voluntary insurance, employee assistance program (EAP), voluntary 401(k), 403(b) and 457 retirement plan options.

Time Off Plans:

This position is eligible for paid vacation, sick and personal time.

This position will be open until filled, but will not be open past:

June 13, 2024