What are the responsibilities and job description for the Administrative Assistant to Executive Director - Facility Maintenance position at North East Independent School District?
RESUME MUST BE SUBMITTED WITH APPLICATION
Location: Facility Support / Maintenance
Work Schedule: 230 Days
Work Type: Regular Full-Time
Exempt: No
Pay Grade: C9
REASONS TO JOIN NEISD
**IMPORTANT INFORMATION REGARDING CALCULATION OF PAY: The annual pay for this position is pro-rated based on the effective date of the assignment
**IMPORTANT INFORMATION REGARDING OPTIONS FOR PAY (for employees who work 215 Days or less ONLY)
EDUCATION AND EXPERIENCE :
High School Diploma or Equivalent
Six years clerical or administrative experience Notary Public Commission
High School Diplomas and college/university degrees must be obtained from an accredited program or university approved by the United States Department of Education and the Texas Education Agency.
PRIMARY PURPOSE SUMMARY :
Ensure efficient operation of the Facility Maintenance and Support department by providing administrative/ clerical support to the Executive Director and Directors for Facility Maintenance and Support.
Ensure efficient operation of the Facility Maintenance and Support department by providing administrative/ clerical support to the Executive Director and Directors for Facility Maintenance and Support.
ESSENTIAL REQUIREMENTS AND RESPONSIBILITIES:
1. Receives and screens phone calls, takes messages, places calls, makes appointments, keeps calendars, coordinates meetings, and schedules conference room.
2. Prepares reports, memos, grievance responses, rough drafts, and correspondence as required by the Executive Director/and or Directors.
3. Prepares and maintains up-to-date files to include personnel and grievance files.
4. Responsible for all campus elevator work orders, state licensing, and vendor payments.
5. Responsible for processing all Workers' Compensation injury reports and coordinating with the Safety Director in the management of the Worker’s Compensation Program for the department.
6. Responsible for the purchase and processing of all office supplies.
7. Acts as the department’s United Way Campaign coordinator, to include collection of contributions and reconciliation of records and reports.
8. Prepares and processes purchase orders as directed by the Executive Director and Directors.
9. Serves as website editor/ Web Master for the department’s web page.
10. Responsible for ordering, purchasing, and processing of uniforms, and boots for all Facility Maintenance and Support Department personnel.
11. Responsible for maintaining current CRMS Inventory.
12. Responsible for maintaining and managing records of employee service awards, district required trade licensing, pins, and retirements to include purchase of miscellaneous awards and refreshments.
13. Serves as central point of contact for all Departmental inbound and outbound correspondence.
14. Proofs, copies, distributes, and files correspondence appropriately as directed by the Executive Director and Directors.
15. In the absence of the Executive Director and/or Directors, may be required to provide guidance and direction to the foremen on personnel and administrative issues as needed to resolve problems or disputes.
16. Serves as the primary point of contact concerning personnel and departmental policies and grievances raised by the work force and/or patrons.
17. Prepares statements, compiles precedents and supporting documentation pertinent to the complaint for review by the Executive Director and Directors.
18. Prepares travel arrangements for all Facility Maintenance Department personnel.
19. Serves as Notary Public for the department.
20. Maintains a master record, minutes and attendance lists compiled at recurring meetings.
21. Updates handbooks, policy manuals and other documents as assigned.
22. Sorts and distributes departmental mail.
23. Maintains confidentiality of information.
24. Reports to work on time every day.
25. Performs additional duties and accepts responsibilities as may be assigned.
QUALIFICATION REQUIREMENTS:
• Proficient typing, word processing and file maintenance skills
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: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms and taste or smell. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.
WORK ENVIRONMENT:
The environmental characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions: The employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate. The foregoing statements describe the general purpose and essential responsibilities assigned to this job and are not an exhaustive list of all essential responsibilities and duties that may be assigned or qualifications that may be required. The District reserves the right to amend the essential responsibilities for this position.
1. Receives and screens phone calls, takes messages, places calls, makes appointments, keeps calendars, coordinates meetings, and schedules conference room.
2. Prepares reports, memos, grievance responses, rough drafts, and correspondence as required by the Executive Director/and or Directors.
3. Prepares and maintains up-to-date files to include personnel and grievance files.
4. Responsible for all campus elevator work orders, state licensing, and vendor payments.
5. Responsible for processing all Workers' Compensation injury reports and coordinating with the Safety Director in the management of the Worker’s Compensation Program for the department.
6. Responsible for the purchase and processing of all office supplies.
7. Acts as the department’s United Way Campaign coordinator, to include collection of contributions and reconciliation of records and reports.
8. Prepares and processes purchase orders as directed by the Executive Director and Directors.
9. Serves as website editor/ Web Master for the department’s web page.
10. Responsible for ordering, purchasing, and processing of uniforms, and boots for all Facility Maintenance and Support Department personnel.
11. Responsible for maintaining current CRMS Inventory.
12. Responsible for maintaining and managing records of employee service awards, district required trade licensing, pins, and retirements to include purchase of miscellaneous awards and refreshments.
13. Serves as central point of contact for all Departmental inbound and outbound correspondence.
14. Proofs, copies, distributes, and files correspondence appropriately as directed by the Executive Director and Directors.
15. In the absence of the Executive Director and/or Directors, may be required to provide guidance and direction to the foremen on personnel and administrative issues as needed to resolve problems or disputes.
16. Serves as the primary point of contact concerning personnel and departmental policies and grievances raised by the work force and/or patrons.
17. Prepares statements, compiles precedents and supporting documentation pertinent to the complaint for review by the Executive Director and Directors.
18. Prepares travel arrangements for all Facility Maintenance Department personnel.
19. Serves as Notary Public for the department.
20. Maintains a master record, minutes and attendance lists compiled at recurring meetings.
21. Updates handbooks, policy manuals and other documents as assigned.
22. Sorts and distributes departmental mail.
23. Maintains confidentiality of information.
24. Reports to work on time every day.
25. Performs additional duties and accepts responsibilities as may be assigned.
QUALIFICATION REQUIREMENTS:
• Proficient typing, word processing and file maintenance skills
- Proficient in Purchase Order System
- Working knowledge of the Maintenance Department Automated Work Order System
- Effective organizational, communication and interpersonal skills
- Familiarity with the duties of other administrative assistants in the Maintenance Department
- Familiarity with the duties of the Scheduler/Controllers in the Maintenance Department
- Familiarity with the Maintenance Department and District Board Policies and Regulations and be able to interpret for staff
- High degree of diplomacy and tact, coupled with the ability to calmly think and render sound decisions quickly during periods of extreme pressure or crisis
- Ability to deal effectively with personnel at all levels and be responsive to a wide variety of demands for office administrative support
- Valid Texas Driver’s License with driving record that meets the requirements of the District
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: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms and taste or smell. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.
WORK ENVIRONMENT:
The environmental characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions: The employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate. The foregoing statements describe the general purpose and essential responsibilities assigned to this job and are not an exhaustive list of all essential responsibilities and duties that may be assigned or qualifications that may be required. The District reserves the right to amend the essential responsibilities for this position.
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While all applications will be reviewed, not all applicants will be interviewed.
North East Independent School District does not to discriminate on the basis of age, race, religion, color, national origin, sex, marital or veteran status, disability (or relationship or association with an individual with a disability), genetic information or other legally protected status in its programs, services or activities as required by Title VI of the Civil Rights Act of 1964, as amended; Title IX of the Education Amendments of 1972; and Section 504 of the Rehabilitation Act of 1973, as amended.
