What are the responsibilities and job description for the 26 Administrative Assistant position at Dubuque Community Schools?
This is a twelve-month position
Hourly rate: $23.07
DUBUQUE COMMUNITY SCHOOL DISTRICT
Administrative Assistant for the Buildings and Grounds Department
GENERAL CHARACTERISTICS:
Recruited By: Executive Director of Human Resources & Manager of Buildings and Grounds.
WORKING RELATIONSHIPS:
Type of Authority: Staff
Reports To: Manager of Buildings and Grounds
Consults With: Assistant Manager of Buildings and Grounds, Service Employees, other School Personnel and the general public.
BASIC FUNCTION:
Assists the Manager of Buildings and Grounds with administrative details.
POSITION RESPONSIBILITIES:
1. Recognize that the department is a deadline-oriented department dealing with small and complex details that require excellent organizational, communication and time management skills.
2. Ability to file, track, and assist in management of bid documents, contracts, RFI's, change orders, sub-contracts, and purchase orders.
3. Schedule meetings, maintain staff calendars, distribute correspondence and prepare documents such as work orders and work order reports.
4. Bookkeeping procedures including but not limited to: post and maintain files, EPRS and AESOP, entering purchase order requisitions, budget analysis, tracking and reporting.
5. Coordinate, track, distribute and maintain department specific reports and spreadsheets.
6. Have knowledge or the ability to learn construction documents, proposals, vendor contracts, bids, invoices, RFI's submittals, specifications and close out documents. Develop, maintain and track warranties, construction documents and other monthly details and expenses
7. Assist with the project set-ups, prepare documents, binders, supplies and other items as necessary.
8. Research, evaluate and assemble data for reports
9. Research and resolve routine issues with or without direct supervision.
10. Supportive of organizational goals and objectives
11. Maintain confidentiality, and exemplify professionalism when dealing with the public.
12. Maintain the Districts' prox card system, including changes, cancellations and updates.
13. Maintain the Districts' records pertaining to the Districts' security system
14. Receive and distribute daily work orders from District buildings.
15. Coordinate information and training with custodial workforce.
16. Adhere to all Board Policies
17. All other duties as assigned.
REQUIRED KNOWLEDGE, ABILITY AND SKILL:
1. Discreet about office matters and activities of department.
2. Maintain confidentiality.
3. Supportive of organizational goals and objectives.
4. Capable of working well with others.
5. Self-motivated and resourceful.
6. Project a professional image.
7. Able to assume responsibility with little or no direct supervision.
8. Appropriate dress.
9. Organize data into meaningful, detailed reports.
10. Math skills and logic.
11. Time management and ability to prioritize.
12. Ability to work in a fast paced environment.
13. Electronic spreadsheet application report design, as well as standard office equipment operation and keyboarding.
14. MS office skills, with above average Excel skills.
15. Knowledge of or an ability to learn purchase order requisitions, EPRS and AESOP.
16. Ability to interpret rules, regulations and policies and to make decisions in accordance with established precedent.
Salary : $23