Part-Time Administrative Assistant – Facilities Department

Job Summary: The Part-Time Administrative Assistant – Facilities Department provides comprehensive administrative and clerical support to the Director of Facilities & Maintenance and the facilities team. This position ensures efficient department operations by managing communications, maintaining records, coordinating schedules, and assisting with project tracking. The ideal candidate is highly organized, detail-oriented, and capable of handling multiple tasks in a fast-paced environment. This position is 10 hours per week. Flexible schedule available. Key Responsibilities: •Serve as the primary point of contact for internal and external communications for the Facilities Department. •Maintain department records, files, and documentation, ensuring accuracy and accessibility. •Assist in scheduling meetings, appointments, facility inspections, and work orders for the Director of Facilities & Maintenance. •Prepare correspondence, reports, presentations, and other documents as needed. •Interfacing with vendors and contractors to schedule work. •Process requisitions, purchase orders, invoices, and track departmental expenses. •Post bid solicitations on COMMbuys, Goods & Services, the Central Register. •Coordinate work orders through the District’s work request system (Asset Essentials.) Tracks their progress and follow up on completion. •Manage the Director’s calendar, travel arrangements, and administrative tasks. •Assist with budget preparation, contract administration, and vendor coordination. •Maintain inventory of office supplies and submit procurement requests when necessary. •Support facilities-related projects by compiling data, tracking milestones, and preparing reports. •Ensure compliance with policies and regulatory requirements in administrative functions. •Handle confidential and sensitive information with discretion. •Assist in the preparation and maintenance of the five-year capital improvement plan. •Support grant application processes, including gathering necessary documentation. •Schedule facilities members for building use, and coverage for events. •Assist in coordinating custodial coverage •Perform other duties as assigned to support the facilities team.