What are the responsibilities and job description for the Administrative Assistant to the Director of Operations position at WEBSTER GROVES SCHOOL DISTRICT?
Essential Functions:
- Oversee the Service Center front desk, including receiving deliveries and managing front-office inquiries.
- Offer daily office assistance to the Director of Operations and the Operations department
- Monitor department budget and forecast operational costs, ensuring all financial activities, including the creation of purchase orders, strictly adhere to Missouri DESE and district financial guidelines.
- Process purchase orders in strict accordance with Missouri DESE and district procurement procedures.
- Reconcile accounts and maintain precise financial records to ensure ongoing audit compliance.
- Produce detailed budgets and cost forecasts for review by the Director of Operations.
- Oversee district facility usage calendar
- Maintain the calendar for holidays, scheduled events, etc.
- Approve usage requests for internal and external groups.
- Create invoices for external users, and update payments.
- Manage Operations department inventory (surplus furniture, copy paper, custodial supplies)
- Maintain records for inspections and equipment warranties
- Develop, edit, and publish documents
- Create spreadsheets and presentations
- Handle confidential information with complete security
- Professionally answer and handle phone calls and emails
- Perform all other duties as assigned
Qualifications:
- Experience as an administrative assistant
- Experience using accounting software - SISFIN preferred
- Experience using facility usage software - Master Library/Follett preferred
- Experience using Computerized Maintenance Management System (CMMS) software - Master Library/Follett preferred
- Mathematical, analytical, and problem-solving skills
- Proficient computer/technology skills including Google Suite
- In-depth knowledge of typing correspondences, reports, and other documents
- Strong organizational skills
- Requires a high level of initiative, independent judgment, and decision-making skills on rules and actions.
- Able to work and converse efficiently with all school community members and other external contacts
Education: High school diploma or equivalent is required. Associate's or Bachelor's degree preferred.
Experience: Minimum of three (3) years of administrative assistant experience is required.
Compensation: Base pay is $21.27/hourly; also commensurate with experience and education
Benefits: Eligible
Work Calendar: 260
FLSA Status: Non-exempt
WEBSTER GROVES SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER & E-VERIFY PARTICIPANT
WGSD District Code of Conduct
Salary : $21