ADMINISTRATIVE ASSISTANT – MAINTENANCE & FACILITIES

DEPARTMENT: CLERICAL

REPORTS TO: DIRECTOR OF MAINTENANCE

APPROVED BY: BCBOE DATE:

SUMMARY OF DUTIES: 

Perform a wide variety of specialized and responsible secretarial and administrative support duties for an Assistant Superintendent, Director or other high-level administrator; organize and coordinate office activities and communications to assist the administrator with assigned functional areas of responsibility.

QUALIFICATIONS/REQUIREMENTS: 

Must have no convictions of a felony or past criminal history, be in good health as evidenced by completion of a physical examination as prescribed by the Board.  Must be of good character and moral behavior, must possess a high school diploma, or a GED certificate; additional post-secondary training desired but not required.

CRITICAL SKILL/EXPERTISE REQUIRED:

Knowledge of:

• Modern office practices, procedures and equipment.
• Record keeping and report writing techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• District organization, operations, policies and objectives.
• Oral and written communication skills.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.

ESSENTIAL JOB FUNCTIONS:

Ability to:

• Perform secretarial and administrative assistant duties.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Type at an acceptable rate of speed.
• Take and transcribe dictation at an acceptable rate of speed.
• Work independently with little direction.
• Establish and maintain effective working relationships with others.
• Meet schedules and timelines.
• Prepare reports by gathering and organizing data from a variety of sources. 
• Work confidentially with discretion.
• Analyze situations accurately and adopt an effective course of action.
• Communicate effectively both orally and in writing.
• Work efficiently with many interruptions.
• Operate a variety of office equipment 
• Make arrangements for meetings and conferences. 
• Maintain a variety of files, records and logs.
• Plan and organize work.
• Provide work direction to others as assigned.

RESPONSIBILITIES:

• Answers telephones, responds to inquiries or routes calls to appropriate person.
• Orders, processes and maintains materials and equipment for maintenance. 
• Distributes mail for maintenance.

• Types, prepares, distributes reports and correspondence.
• Maintains and processes employee attendance for departments.
• Assists in developing specification packages and bid sheets for capital improvement projects.  Takes / transcribes notes for correspondence.
• Follow up on emergency building conditions.
• Operates office machines.
• Performs reception duties with the public and staff.
• Prepares and follows up on purchase orders for department’s maintenance operation and supplies.
• Prepares work order forms for distribution to maintenance personnel.
• Maintain accurate files and records.
• Transmits maintenance information to schools. 
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.  Ability to compute rate, ratio and percent and interpret bar graphs.
• Responsible for inventory of supplies on hand in the maintenance department.
• Accounts for delivery and distribution of district bulk paper order to school and office locations.
• Orders parts required for maintenance of district facilities; returns unneeded or wrong parts to distributor
• Responsible for compiling and following up a preventive maintenance plan for district facilities.
• Devise a schedule for maintenance personnel.
• Perform any other duties assigned by the Director of Maintenance and/or the Superintendent.  
• Represent the school system in a pleasing, professional manner to all who make contact with the District.

ADDITIONAL REQUIREMENTS:

• Will be required to complete all required training and attend in-service sessions.
• Performs assigned tasks in a timely manner. 
• Consistently displays self-control with parents, students and school personnel. 
• Maintains a clean workstation (bus, desk, office, etc.) and does maintenance as needed.
• Be clean, neat and appropriately dressed. 
• Be consistently responsible and display an attitude of honesty and credibility.
• Show enthusiasm, interest and concern for the total program and its efficient operation.
• Maintains student control.
• Operate equipment in a safe manner at all times. 
• Demonstrate positive behavior toward the purposes and goals of the Barren County Public Schools.
• Maintain regular and punctual attendance. 

TERMS OF EMPLOYMENT:

1. Work year is comprised of number of days as designated by the current school calendar and board policy.
2. Salary commensurate with adopted classified personnel salary schedule.
3. Sick leave and personal leave provided as stated in board policy.
4. The employee is an “at will” employee and the superintendent may terminate this employment at any time. 

EVALUATION:  Performance of this job will be evaluated in accordance with provisions of the Board’s policy on Evaluation of Classified Personnel.