Administrative Assistant to the Building and Grounds Director

Qualifications/Experience:
High School Diploma/GED.
Previous work experience as an Administrative Assistant is preferred.

Associate's degree is preferred.
Experience with the following: Employee Time Management & Absence software, PowerSchool, Microsoft Office programs, Google Drive, etc.
Successful background check required.

Knowledge/Skills/Abilities Needed:

Strong organizational, communication, and administrative skills to support the daily operations of the Buildings and Grounds Department, including custodial and maintenance services. Knowledge of office procedures, work order systems, purchasing, inventory management, and recordkeeping. Proficiency in computer applications, spreadsheets, and district software. Ability to coordinate schedules, track requests, maintain accurate records, prioritize multiple tasks, and resolve problems independently. Strong customer service skills with the ability to communicate effectively with district staff, vendors, contractors, employees, and applicants. Must be detail-oriented, dependable, adaptable, and able to maintain confidentiality and positive working relationships.

Exemplifies the following Five Character Traits: compassion, respect, responsibility, self discipline and honesty. 

Specific Tasks:

Under the direction of the Buildings and Grounds Director, provide administrative support for the daily operations of the district’s custodial and maintenance departments. Coordinate schedules, meetings, work requests, and departmental communications. Assist with tracking maintenance projects, work orders, preventative maintenance schedules, and facility needs. Prepare purchase orders, process invoices, monitor departmental budgets, and maintain accurate records of expenditures, supplies, equipment, and inventory. Maintain accurate uniform inventory records and assist with employee uniform requests, ordering, and distribution. Assist with employee timekeeping, payroll submissions, absences, and substitute coverage. Maintain employee records, training documentation, certifications, and safety compliance records. Coordinate required inspections, safety training, and regulatory reporting. Serve as a point of contact for building administrators, custodial and maintenance staff, vendors, contractors, and other district departments. Assist with coordinating vendor services, obtaining quotes, and scheduling repairs and maintenance projects. Prepare reports, correspondence, and departmental documentation while maintaining confidentiality and ensuring accuracy. Support the hiring of custodial staff by assisting with job postings, interview scheduling, candidate follow-up, new hire orientation, and related communications. Identify opportunities to improve organizational processes, communication, and operational efficiency. Other duties as assigned. See the job description for additional information.

Hours Per Day:
3.5 hours per day, M-F
Year round - 12 months
As per contract

Benefit eligible position: health, dental, and optical insurance, supplemental insurance available, long-term disability coverage, district-paid life insurance policy, retirement plan, sick days, vacation days, holidays, and more!