What are the responsibilities and job description for the Administrative Assistant - Facilities Department position at Mehlville R-9 School District?
Administrative Assistant – Facilities Department
12 Month Position
2026-2027 School Year
POSITION SUMMARY: Responsible for acting as an administrative assistant and performing a variety of clerical duties to ensure smooth operations within the Facilities department and other related district services. Compiles and maintains personnel records by assisting the Director, Assistant Director, and other supervisory roles within Facilities in a variety of tasks.
QUALIFICATIONS:
- Requires a high school diploma or equivalent.
- Preferred 2 to 5 years of job-related prior experience.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties as assigned
- Serves as liaison between the department and the District.
- Performs clerical duties including typing, filing, copying, sorting mail, and preparing bulk mailings as needed.
- Answers incoming telephone calls, documents accurate messages and routes calls as needed.
- Assists HVAC technicians with the computer controllers used to schedule heating and cooling throughout the district and assesses problems with various units based on data in the system.
- Coordinates with the Director, district leadership, and consulting group to advertise capital projects, as directed.
- Assists with the preparation of information for Board of Education meetings, as directed.
- Dispatches district technicians for emergency/hazardous repairs and advises utility companies of issues, when necessary.
- Posts and maintains surplus equipment and items on GovDeals.com.
- Coordinates inspections between third party vendors and district technicians.
- Maintains annual emergency contact lists for alarm companies and emergency personnel
- Generates timesheets, compiles, and submits payroll information to the Business Office for bi-weekly payroll.
- Submits and maintains leave data for Facilities staff in the HR information system.
- Maintains accurate records, inventory, and personnel files as required.
- Administrator of SchoolDude, the district work order maintenance system.
- Generates routine preventative maintenance and new work orders, as needed, and closes out all completed work orders in SchoolDude.
- Conducts purchases, submits purchase orders, and maintains the department credit card and monthly logs for all departmental purchases.
- Monitors departmental budget and handles cash or check deposits, as needed.
COMPENSATION FOR EXPERIENCE IS CONSIDERED, 2025-2026 Classified Salary Schedule
APPLICATION DEADLINE: Open Until Filled
Qualified individuals who wish to apply for this position should submit an on-line application at: bit.ly/employmentmsdr9
Mehlville School District is an Equal Opportunity Employer and E-Verify Participant
We appreciate your interest in Mehlville School District!