What are the responsibilities and job description for the Administrative Asst to Director of Facilities position at Lebanon R-III School District?
Job Title: Administrative Assistant to the Director of Facilities
Department: Clerical
Reports to: Director of Facilities
Classification: Classified / Non-Exempt
Summary
To provide clerical support to the maintenance department to ensure the buildings are maintained and the department operates smoothly.
Essential Duties and Responsibilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Answer all incoming calls to the maintenance department, take messages, and maintain maintenance requests through electronic system.
- Maintain custodial supplies for the district; fill orders, maintain inventory, deliver orders, and invoice orders.
- Code and enter bills into SISFIN and forward them to central office.
- Track and file all building records such as furnace filter services, emergency light surveys, and playground inspections.
- Invoice supplies that departments are required to pay for, such as art and industrial departments. After billing, forward all invoices to central office for journal entry.
- Assist the Director of Maintenance with all custodial supply bids, including determining quantities needed, analysis/evaluation of bids, and confirmation.
- Coordinate the bidding out of copy paper for the district.
- Verify orders are complete and received in properly.
- Assist the director in scheduling custodians and filling open shifts due to absences. Maintain a calendar for personal, sick, and vacation leave for custodians.
- Assist the director and Custodian Coordinator in filling vacancies within the department: pre-screen applicants, schedule interviews, new hire paperwork and training.
- Assist in the coordination of all department activities and meetings.
- Assist in maintaining electronic work order system.
- Maintain maintenance department personnel files and evaluations.
- Support the transportation office by greeting and assisting visitors as needed.
- Other duties as may be assigned.
Supervisory Duties
Not applicable
Qualifications Education/Experience/Certificates
- High school diploma required.
- Demonstrate aptitude or competence for assigned responsibilities.
- Such alternative to the above as the Board may find appropriate and acceptable.
Skills and Abilities
Language
Individual must be able to read and interpret documents, write simple and complex reports, applications, and correspondence, and speak effectively with students, parents, staff, and community members.
Computation
Accounting skills required.
Reasoning
The ability to interpret and follow directions, multi-task, and basic problem-solving skills are required.
Technology
Must have strong computer skills, including word processing, working with spreadsheets, and familiar with Google. Must have the ability to learn new systems and software with instruction.
Additional Skills and Abilities
This individual must have good communication and interpersonal skills; must have the ability to safeguard confidential information; must be organized, motivated, and honest.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this position the employee is regularly required to sit, talk, and hear. The employee is occasionally required to stand, reach, climb, stoop, bend, kneel, twist, or sit. The employee may also occasionally be asked to push or pull items such as tables and equipment. The employee must have the ability to hear conversation both in person and via telephone in a busy office setting. The employee must have the ability to communicate effectively and confidently as a representative of the school district.
Lifting
Occasionally lifting or carrying up to 50 pounds.
Attendance
Consistent and regular attendance is essential
Conditions and Environment
The work conditions and environment described here are representative of those that an individual will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
The work environment is consistent with a typical office environment.The employee may occasionally be in contact with toxic or caustic chemicals.
Terms of Employment
12 months. Salary and work year to be established by the Board.
Evaluation
Performance of this job will be evaluated in accordance with provisions of the Board Policy on Evaluation of Support Personnel.
