What are the responsibilities and job description for the Senior Administrative Facilities Assistant position at Anaheim Union High School District?

BASIC FUNCTION
Under the direction of the Executive Director of Facilities, Maintenance, and Operations, serves as an Administrative Assistant to the Administrator and performs a variety of specialized administrative support tasks in support of the Facilities department functions; coordinates office activities and communications between vendors, outside agencies, administrators, staff, and the general public; provides information to the general public, contractors, consultants and district staff regarding Facilities activities; assists in the collection of developer fees; and performs other related duties as required.

Employment Standards

MINIMUM QUALIFICATIONS:
EDUCATION:
Required: Graduation from high school.
Preferred: Completed college coursework in construction management, office management, public administration, or a related field.

EXPERIENCE:
Required: Three years of increasingly responsible secretarial experience in a facilities or construction industry environment.
Substitute: Two years of experience at the level of Secretary or higher with the Anaheim Union High School District, including one year of facilities experience.
Preferred: Administrative support experience in a public-sector environment.

KNOWLEDGE AND ABILITIES
KNOWLEDGE OF:

Planning, design and construction project processes.
Basic laws, statutes, codes and ordinances applicable to facility construction projects.
Common construction processes, practices, procedures and terminology.
Modern office practices and procedures, including record-keeping, filing and report preparation techniques.
Principles and practices of sound business communication, correct English usage, including spelling, grammar and punctuation.
Computer equipment and proficiency in data entry skills, word processing, spreadsheet, database management principles, and other software used by the District (e.g. Bluebeam, Adobe Acrobat Pro, Business Plus, Diligent Boards, Digital Plan Room, etc.).
Organizational structure and functions of the District.
District administrative procedures and forms used for human resources, risk management, payroll, purchasing, inventory, accounting and budgeting processes.
Basic principles, practices and terminology of budgeting and financial record-keeping.
Complex business letter and report writing techniques.
Applicable laws, codes, rules and regulations related to assigned activities.
Basic research techniques, methods and procedures.
Telephone techniques and etiquette.
Interpersonal skills using tact, patience and courtesy.
District organization, operations, policies and objectives.
Proper methods of storing equipment, materials and supplies.
Basic budgeting practices regarding monitoring and control.
Customer service techniques.

SKILL TO:

Exercise initiative and judgment in selecting appropriate work methods and resolving routine problems.
Operate a computer and word processing, spreadsheet and construction database software and other standard office equipment.
Organize work, set priorities and determine appropriate action within clearly defined guidelines.
Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies, including interpreting and making sound decisions on construction documents.
Organize, assemble, verify, prepare, research and maintain general, specialized and/or confidential files.
Prepare clear, accurate and concise correspondence, records and reports independently.
Establish and maintain effective working relationships with managers, supervisors, staff, contractors, consultants, the public and others encountered in the course of work.
Perform varied specialized clerical and secretarial support duties.
Type at 45 words per minute from clear copy.
Receive, sort and distribute mail.
Add, subtract, multiply and divide quickly and accurately.
Operate a variety of office equipment including a computer and assigned software.
Compile and maintain accurate statistical summaries and reports.

ABILITY TO:

Communicate clearly and effectively orally and in writing.
Maintain confidentiality of sensitive information.
Use effective customer service skills and etiquette.
Answer telephones and greet the public courteously.
Understand and follow oral and written instructions.
Meet schedules and timelines.
Understand and work within scope of authority.
Complete work with many interruptions and in a timely manner.
Take responsibility and use good judgment.
Work independently with little direction.

WORKING CONDITIONS:
ENVIRONMENT:

Employees in this classification have direct contact with the public, students and District staff,
Stand, sit, walk, kneel, repeated bending, reach overhead and maintain balance,
Lift and carry 5 to 26 lbs.,
Use fingers repetitively with repetitive twisting or pressure involving wrist or hands,
Use both hands simultaneously,
Speak clearly and hear normal voice conversation,
See small details including depth and color,
Use a computer and a telephone.

PHYSICAL DEMANDS:

Employees in this classification work inside, have direct contact with other District staff, students and administration,
With exposure to minor contagious illnesses (colds, flu, etc.) And severe contagious illnesses (tuberculosis, measles, mumps, chicken pox, hepatitis, etc.),
Work independently with little supervision in situations requiring a high degree of tact and diplomacy in possible negative situations (irate customers),
With a high volume of work and stringent deadlines,
With continuously changing priorities and interruptions.

Examples of Duties

Note: The statements herein are intended to describe the general nature and level of work being performed by employees in this classification, and are not to be interpreted as an exhaustive list of responsibilities and qualifications required of personnel so classified. Reasonable accommodations will be made so that qualified employees can perform the essential duties of the job.

SPECIALIZED ESSENTIAL DUTIES

Performs a variety of specialized clerical tasks in support of the Facilities department functions.
Supports Facilities department functions by preparing documents such as correspondence, memoranda, amendments, specifications, submittals, Requests for Information (RFI’s), Requests for Quotes (RFQ’s), closeout forms, bulletins and other similar documents.
Develops and inputs purchase orders for the purpose of facilitating departmental purchasing in accordance with established policies and guidelines.
Maintains and updates facilities database with accurate site data, ensuring records are current and complete
Prepares, formats, and publishes Board Agenda items through designated governance platforms (e.g., Diligent Boards) in accordance with submission deadlines
Administers physical key issuance, return, and inventory tracking, maintaining a secure and up-to-date key log
Records consultant invoices and payment activity, supporting accurate financial tracking and timely processing
Manages digital archiving of facilities documents and plans using specialized software (e.g., Digital Plan Room), ensuring organized and retrievable records
Assists with the collection of developer fees and issues certificates, maintaining all required documentation.
Provides routine and specialized clerical support services for major facilities and capital improvement projects.
Processes, routes and tracks project submittals, requests for information, bulletins and other documents for signature; ensures accuracy of materials prior to routing.
Monitors progress and approvals of preconstruction documents; generates reports and compiles materials for preconstruction meetings.
Stamps and routes drawings; interacts with consultants, contractors and outside agencies to ensure compliance with District and construction standards.
Assists with the preparation and processing of project closeouts.
Maintains school capacity records and collects enrollment data from feeder districts and Special Youth Services for school facility programs.

GENERAL ESSENTIAL DUTIES
GENERAL ADMINISTRATIVE DUTIES:

Attends to a variety of office clerical details; provides routine information and directs inquiries to the appropriate person or office.
Answers telephone, takes messages and makes phone calls to inquire, provide or verify information as directed.
Assembles information from a variety of sources for the preparation of records and reports; files and maintains documents, databases, logs, indexes and files.
Schedules, coordinates, confirms and attends meetings as assigned; keeps assigned supervisor apprised of all related activities.
Organizes and manages lists, directories, calendars and rosters for special projects in support of the department, District or outside agency functions.
Sets up travel and conference arrangements for department representatives.
Attends meetings held by immediate supervisor, District, professional organizations or reporting agencies to stay current on Facilities department requirements; participates in district-wide committees as assigned.
May assist in providing clerical support to other departments during peak periods as assigned.

FISCAL ADMINISTRATION DUTIES:

Monitors Facilities department operating budgets and account balances; checks account numbers against appropriation ledgers and compiles budget data.
Maintains records of monies spent; submits approvals for appropriation transfers and prepares requests for budget adjustments.
Reviews invoices to ensure conformance with contract provisions and budget; records consultant invoices and payment activity to support accurate financial tracking and timely processing.

PAYROLL & PERSONNEL DUTIES:

Maintains payroll records and submits to payroll department; prepares timesheets including extra-duty hours, balances, totals and stipends.
Maintains records of employee time-off and provides employees with information regarding leave balances.
Prepares personnel requisitions and related documents for Facilities staff; maintains personnel emergency contact information for the Administrator.
Provides work direction, training and leadership to clerical personnel as assigned.
Performs other related duties as assigned.

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