What are the responsibilities and job description for the Administrative Assistant to the Director of Facilities position at SAU 16?
Position Summary
The Administrative Assistant to the Director of Facilities provides comprehensive administrative, clerical, and operational support to ensure the efficient and effective management of the district's facilities department. This position requires a high degree of professionalism, attention to detail, and the ability to manage multiple priorities in a fast-paced environment
Essential Duties
Performs other related tasks as assigned by the supervisor.
Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all-inclusive of every task or responsibility.
Qualifications
Physical ability to perform the essential functions of the job as outlined above, in addition to the following: While performing the duties of this position, the employee is frequently required to stand, walk, and sit. The employee is regularly required to see, talk, and hear. The employee is regularly required to use hands to manipulate, handle, or feel. The employee is regularly required to reach with hands and arms, stoop, kneel, or crouch. Employee must occasionally move equipment and/or supplies. The job is performed for the most part in an office or school setting with regular exposure to outside weather conditions. The employee is frequently exposed to moving mechanical parts; high, precarious places; fumes or airborne particles; and risk of electrical shock. The employee is occasionally exposed to wet and/or humid conditions, toxic or caustic chemicals, extreme cold, extreme heat and vibration. The noise level is that of a typical school, but can be loud depending on the situation. Mental demands requiring decision making, analytical and organizational skills in order to achieve work objectives, draw daily operational conclusions, solve practical problems, use computer technology and to present information for use by administration in making decisions.
We are committed to providing a supportive work environment for all employees. Accommodations may be made for individuals with disabilities or other needs to ensure a safe and inclusive work environment. If you require accommodations to participate in the application process or perform the essential functions of the job, please contact SAU 16 Human Resources at 603.775.8400 to discuss your needs.
The Administrative Assistant to the Director of Facilities provides comprehensive administrative, clerical, and operational support to ensure the efficient and effective management of the district's facilities department. This position requires a high degree of professionalism, attention to detail, and the ability to manage multiple priorities in a fast-paced environment
Essential Duties
- Serve as the primary administrative support to the Director of Facilities and facilities staff.
- Coordinate communications within the department and between schools, vendors, and district administration.
- Maintain and update work order management systems, preventive maintenance schedules, and custodial/facilities records.
- Assist with budgeting, purchase orders, invoices, and tracking of departmental expenditures.
- Procur maintenance and custodial supplies.
- Schedule and coordinate meetings, inspections, and contractor visits.
- Prepare and maintain confidential correspondence, reports, and documentation.
- Support the management of district-wide safety, maintenance, and custodial programs.
- Maintain accurate databases and records for facilities projects, contracts, and equipment inventories.
- Assist in the preparation of bid specifications, RFPs, and vendor contracts.
- Coordinate use of school facilities for community events and ensure compliance with district policies.
- Track and organize annual inspections (fire, elevator, boiler, playground, etc.) and compliance documentation.
- Serve as liaison to staff, contractors, and the public for facilities-related inquiries.
- Perform other duties as assigned by the Director of Facilities.
Performs other related tasks as assigned by the supervisor.
Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all-inclusive of every task or responsibility.
Qualifications
- High school diploma or equivalent required; associate's degree preferred.
- Minimum of five years of administrative or office management experience, preferably in a school district, municipal, or facilities setting.
- Strong organizational and time management skills with the ability to prioritize and multitask.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and database management systems.
- Experience with work order or facilities management software preferred.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Excellent written and verbal communication skills.
- Strong attention to detail and accuracy in recordkeeping.
- Ability to work independently and collaboratively with diverse groups.
- Familiarity with budgeting, purchasing, and procurement processes desirable.
Physical ability to perform the essential functions of the job as outlined above, in addition to the following: While performing the duties of this position, the employee is frequently required to stand, walk, and sit. The employee is regularly required to see, talk, and hear. The employee is regularly required to use hands to manipulate, handle, or feel. The employee is regularly required to reach with hands and arms, stoop, kneel, or crouch. Employee must occasionally move equipment and/or supplies. The job is performed for the most part in an office or school setting with regular exposure to outside weather conditions. The employee is frequently exposed to moving mechanical parts; high, precarious places; fumes or airborne particles; and risk of electrical shock. The employee is occasionally exposed to wet and/or humid conditions, toxic or caustic chemicals, extreme cold, extreme heat and vibration. The noise level is that of a typical school, but can be loud depending on the situation. Mental demands requiring decision making, analytical and organizational skills in order to achieve work objectives, draw daily operational conclusions, solve practical problems, use computer technology and to present information for use by administration in making decisions.
We are committed to providing a supportive work environment for all employees. Accommodations may be made for individuals with disabilities or other needs to ensure a safe and inclusive work environment. If you require accommodations to participate in the application process or perform the essential functions of the job, please contact SAU 16 Human Resources at 603.775.8400 to discuss your needs.