Address
Salary- Provides administrative support to the Director of Buildings and Grounds, Director of Construction, and department managers.
- Provides support for construction projects - coordinates & attends construction meetings, prepares/processes construction pay requests, change orders, lien waivers.
- Works directly with accountants of construction management and architect firms. Assists in preparation of construction progress reports for the Board of Education.
- Maintains accurate detailed records and computerized reports including personnel records, custodial services and invoice processing/tracking.
- Responsible for reviewing/correcting/approving Buildings & Grounds payroll.
- Performs personnel related functions – submitting personnel requisitions, personnel action forms, distributing postings and announcements.
- Assists in preparation of confidential personal information.
- Answers employee questions regarding time cards, accruals, payroll.
- Prepares data for union contract negotiations & personnel matters, i.e. attendance, leaves, salaries.
- Works closely with Human Resources and Business Office concerning employee time and attendance.
- Supports S2 Network - (programs doors, creates and assigns access levels, time specs et and (GFMS - Programs users/access levels in master key boxes).
- Maintains building/construction database program in Simplicity software.
- Maintains building key database in Microsoft Access.
- Performs Skyward functions including purchase orders, budget and accounting reports, teacher/room semester reports.
- Oversees and provides back up support to the Buildings & Grounds Secretary, including work order, key request and calendar programs.
- Keeps track of the purchase orders, invoices and ordering of supplies for the B&G department.
- Responsible for invoicing groups for building rentals.
- Oversees requests from the MAC committee.
- Creates all staff memos as assigned by the Director of B&G, Manager, and Head Custodian.
- Updates key changes in AutoCAD files.
- Responsible for the school calendar as well as assisting in training and troubleshooting.
- Checks space availability as needed, approves internal requests, reviews and approves space availability for outside rentals; coordinates dates with food service, theatre and Directors of various departments.
- Processes facility rental agreements and confirmations, maintains schedules/calendars/files of events, coordinates events with Buildings & Grounds personnel and secures facility attendants as needed for events.
- Meets with outside organizations to coordinate facility usage and update users of new policies and procedures.
- Organizes the facility calendar to give maximum use to all outside groups, especially the Park Districts and other taxing bodies.
- Prepares weekly calendar for Buildings & Grounds, various school personnel and administrators as well as preparing a schedule of next week’s events for Head Custodian to enable him to have personnel for needed set-ups and clean-ups.
- Supervises facility attendants for school events and outside rentals.
- Coordinates and participates in yearly meetings with the members of the calendar committee to finalize the schools master calendar.
- Performs other duties as assigned by the Director and Buildings and Grounds.
- College degree (preferably in Business Administration, Communications, or a related field) or Administrative Assistant training preferred.
- Prior experience as an Administrative Assistant required.
- Experience as an Administrative Assistant in K-12 education preferred.
- Strong organizational and technology skills including proficiency in Word, Excel, Google Docs, Outlook, merging documents, planning and managing projects, preparing and maintaining accurate records.
- Experience using accounting software; database software; inventory software; order processing systems; payroll systems; calendar/scheduling software.
- Basic accounting skills, knowledge of construction bid process and invoicing, knowledge of electronic payroll systems, and knowledge of building automation software.
- Strong written and oral language communication skills.
- Exceptional attention to detail; must be able to prioritize, manage interruptions and stay focused and ahead of deadlines; capacity to effectively juggle many activities simultaneously.
- Strong interpersonal skills; ability to establish and maintain strong professional relationships with staff, colleagues, and community.
- Self-motivated with the ability to work with little direction; strong initiative.
- Ability to maintain strict confidentiality.
- Exemplary customer service skills are a must.
- Administrative Assistant - Buildings & Grounds
JobID: 2814
Position Type:
Secretarial/Clerical/Administrative Assistant
Secretarial/Clerical/Administrative Assistant
Date Posted:
3/28/2024
3/28/2024
Location:
Oak Park and River Forest High School
Oak Park and River Forest High School
Closing Date:
04/08/2024
Job Title: Administrative Assistant - Buildings and Grounds04/08/2024
Reports to: Director of Buildings and Grounds
Terms and Conditions: 12-month position.
Salary: $50,000 – $67,000 annual salary, depending on qualifications and experience. Full benefits package including medical, dental, life, and retirement plan.
FLSA Status: Exempt
Please, no phone calls. The respective hiring manager will review candidates once the job posting closes. If selected to move forward, you will be contacted by phone or email. After reviewing the job posting, if you have any questions, please send an email to hr@oprfhs.org.
OPRF – WHO WE ARE…
Oak Park and River Forest High School, or OPRF, is a comprehensive public high school located in Oak Park, Ill., a suburb eight miles due west of downtown Chicago. We are a one-school district, with the majority of our students coming from two sender districts, River Forest Public Schools District 90 and Oak Park Elementary School District 97. We offer more than 200 courses, a variety of programs for students with special needs, 75 clubs and activities, and 29 competitive sports. We prepare our students well for post-secondary success, with an average ACT composite score of 24 and a 94% graduation rate.
Oak Park and River Forest are communities that highly value diversity. OPRF is a founding member of the national Minority Student Achievement Network, and our school is racially and economically diverse, with about 44% of our 3,300 students identifying as African-American, Hispanic, multiracial, or Asian. Our villages have long embraced the LGBTQ community, and we have a significant mix of homeowners and renters.
We seek faculty and staff who have high expectations for all students, and who value student voice in education. As a school, we are particularly focused on closing opportunity gaps for our students of color.
OPRF is an equal opportunity employer that provides equal employment opportunities to all without regard to race, color, religion, sex, national origin, age, disability or genetics. OPRF’s goal is to increase its representation of people of color.
Background:
Oak Park and River Forest High School District 200 is a progressive district that is focused not only on our tradition of excellence but our future. The District prides itself in offering our students a comprehensive 9-12 college and career readiness curriculum and a rich arts education program. Our students are curious, creative, and they come ready to learn. More than 90 percent of our students go on to college.
Oak Park and River Forest High School District 200 believes that we can “become an ever-improving model of equity and excellence that will enable all students to achieve their full potential.” We can accomplish this through dedicated teachers, staff, and administration who build relationships with students and have high expectations for themselves and their students. We believe in planning for and providing the academic and developmental support students need to meet those expectations. We further believe that every student can learn through exposure to academically challenging content, feedback during learning, and the educator’s knowledge and skill.
Oak Park and River Forest High School District 200 is a great place for those who are interested in an environment that supports creativity, leadership at all levels, innovation, a focus on professional and curriculum development, and the best practices of instruction. We are currently seeking individuals to join our team where we enable all students to achieve their full potential every day.
Position Summary:
The Administrative Assistant - Buildings and Grounds provides a wide variety of complex and confidential administrative duties to support all activities and daily operations of the department under direction of the Director of Buildings and Grounds. This position requires knowledge of district procedures and policies, the ability to assume a high level of responsibility, work effectively and independently under pressure, and maintain strict confidentiality.
Job Duties:
Qualifications:
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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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 the essential functions.
While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms, and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, or crouch. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
Work Environment:
The work environment 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.
While performing the duties of this Job, the employee is frequently exposed to moving mechanical parts. The employee is occasionally exposed to wet and/or humid conditions; high, precarious places; fumes or airborne particles; toxic or caustic chemicals; outside weather conditions; extreme cold; extreme heat and risk of electrical shock. The noise level in the work environment is usually moderate.
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Employees are expected to perform other related functions as assigned. Duties, responsibilities, and activities may change at any time with or without notice.
The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive listing of the duties performed in this position. The individuals currently holding this position perform additional duties and additional duties may be assigned.
Oak Park & River Forest High School District 200 (OPRF) is an Equal Opportunity Employer.
This position description should not be considered to contain every function/responsibility that an individual may be asked to perform by his/her supervisor. Employees are expected to perform other related functions as assigned.
Attachment(s):
- Provides administrative support to the Director of Buildings and Grounds, Director of Construction, and department managers.
- Provides support for construction projects - coordinates & attends construction meetings, prepares/processes construction pay requests, change orders, lien waivers.
- Works directly with accountants of construction management and architect firms. Assists in preparation of construction progress reports for the Board of Education.
- Maintains accurate detailed records and computerized reports including personnel records, custodial services and invoice processing/tracking.
- Responsible for reviewing/correcting/approving Buildings & Grounds payroll.
- Performs personnel related functions – submitting personnel requisitions, personnel action forms, distributing postings and announcements.
- Assists in preparation of confidential personal information.
- Answers employee questions regarding time cards, accruals, payroll.
- Prepares data for union contract negotiations & personnel matters, i.e. attendance, leaves, salaries.
- Works closely with Human Resources and Business Office concerning employee time and attendance.
- Supports S2 Network - (programs doors, creates and assigns access levels, time specs et and (GFMS - Programs users/access levels in master key boxes).
- Maintains building/construction database program in Simplicity software.
- Maintains building key database in Microsoft Access.
- Performs Skyward functions including purchase orders, budget and accounting reports, teacher/room semester reports.
- Oversees and provides back up support to the Buildings & Grounds Secretary, including work order, key request and calendar programs.
- Keeps track of the purchase orders, invoices and ordering of supplies for the B&G department.
- Responsible for invoicing groups for building rentals.
- Oversees requests from the MAC committee.
- Creates all staff memos as assigned by the Director of B&G, Manager, and Head Custodian.
- Updates key changes in AutoCAD files.
- Responsible for the school calendar as well as assisting in training and troubleshooting.
- Checks space availability as needed, approves internal requests, reviews and approves space availability for outside rentals; coordinates dates with food service, theatre and Directors of various departments.
- Processes facility rental agreements and confirmations, maintains schedules/calendars/files of events, coordinates events with Buildings & Grounds personnel and secures facility attendants as needed for events.
- Meets with outside organizations to coordinate facility usage and update users of new policies and procedures.
- Organizes the facility calendar to give maximum use to all outside groups, especially the Park Districts and other taxing bodies.
- Prepares weekly calendar for Buildings & Grounds, various school personnel and administrators as well as preparing a schedule of next week’s events for Head Custodian to enable him to have personnel for needed set-ups and clean-ups.
- Supervises facility attendants for school events and outside rentals.
- Coordinates and participates in yearly meetings with the members of the calendar committee to finalize the schools master calendar.
- Performs other duties as assigned by the Director and Buildings and Grounds.
- College degree (preferably in Business Administration, Communications, or a related field) or Administrative Assistant training preferred.
- Prior experience as an Administrative Assistant required.
- Experience as an Administrative Assistant in K-12 education preferred.
- Strong organizational and technology skills including proficiency in Word, Excel, Google Docs, Outlook, merging documents, planning and managing projects, preparing and maintaining accurate records.
- Experience using accounting software; database software; inventory software; order processing systems; payroll systems; calendar/scheduling software.
- Basic accounting skills, knowledge of construction bid process and invoicing, knowledge of electronic payroll systems, and knowledge of building automation software.
- Strong written and oral language communication skills.
- Exceptional attention to detail; must be able to prioritize, manage interruptions and stay focused and ahead of deadlines; capacity to effectively juggle many activities simultaneously.
- Strong interpersonal skills; ability to establish and maintain strong professional relationships with staff, colleagues, and community.
- Self-motivated with the ability to work with little direction; strong initiative.
- Ability to maintain strict confidentiality.
- Exemplary customer service skills are a must.
- Administrative Assistant - Buildings & Grounds
JobID: 2814
Position Type:
Secretarial/Clerical/Administrative Assistant
Secretarial/Clerical/Administrative Assistant
Date Posted:
3/28/2024
3/28/2024
Location:
Oak Park and River Forest High School
Oak Park and River Forest High School
Closing Date:
04/08/2024
Job Title: Administrative Assistant - Buildings and Grounds04/08/2024
Reports to: Director of Buildings and Grounds
Terms and Conditions: 12-month position.
Salary: $50,000 – $67,000 annual salary, depending on qualifications and experience. Full benefits package including medical, dental, life, and retirement plan.
FLSA Status: Exempt
Please, no phone calls. The respective hiring manager will review candidates once the job posting closes. If selected to move forward, you will be contacted by phone or email. After reviewing the job posting, if you have any questions, please send an email to hr@oprfhs.org.
OPRF – WHO WE ARE…
Oak Park and River Forest High School, or OPRF, is a comprehensive public high school located in Oak Park, Ill., a suburb eight miles due west of downtown Chicago. We are a one-school district, with the majority of our students coming from two sender districts, River Forest Public Schools District 90 and Oak Park Elementary School District 97. We offer more than 200 courses, a variety of programs for students with special needs, 75 clubs and activities, and 29 competitive sports. We prepare our students well for post-secondary success, with an average ACT composite score of 24 and a 94% graduation rate.
Oak Park and River Forest are communities that highly value diversity. OPRF is a founding member of the national Minority Student Achievement Network, and our school is racially and economically diverse, with about 44% of our 3,300 students identifying as African-American, Hispanic, multiracial, or Asian. Our villages have long embraced the LGBTQ community, and we have a significant mix of homeowners and renters.
We seek faculty and staff who have high expectations for all students, and who value student voice in education. As a school, we are particularly focused on closing opportunity gaps for our students of color.
OPRF is an equal opportunity employer that provides equal employment opportunities to all without regard to race, color, religion, sex, national origin, age, disability or genetics. OPRF’s goal is to increase its representation of people of color.
Background:
Oak Park and River Forest High School District 200 is a progressive district that is focused not only on our tradition of excellence but our future. The District prides itself in offering our students a comprehensive 9-12 college and career readiness curriculum and a rich arts education program. Our students are curious, creative, and they come ready to learn. More than 90 percent of our students go on to college.
Oak Park and River Forest High School District 200 believes that we can “become an ever-improving model of equity and excellence that will enable all students to achieve their full potential.” We can accomplish this through dedicated teachers, staff, and administration who build relationships with students and have high expectations for themselves and their students. We believe in planning for and providing the academic and developmental support students need to meet those expectations. We further believe that every student can learn through exposure to academically challenging content, feedback during learning, and the educator’s knowledge and skill.
Oak Park and River Forest High School District 200 is a great place for those who are interested in an environment that supports creativity, leadership at all levels, innovation, a focus on professional and curriculum development, and the best practices of instruction. We are currently seeking individuals to join our team where we enable all students to achieve their full potential every day.
Position Summary:
The Administrative Assistant - Buildings and Grounds provides a wide variety of complex and confidential administrative duties to support all activities and daily operations of the department under direction of the Director of Buildings and Grounds. This position requires knowledge of district procedures and policies, the ability to assume a high level of responsibility, work effectively and independently under pressure, and maintain strict confidentiality.
Job Duties:
Qualifications:
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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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 the essential functions.
While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms, and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, or crouch. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
Work Environment:
The work environment 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.
While performing the duties of this Job, the employee is frequently exposed to moving mechanical parts. The employee is occasionally exposed to wet and/or humid conditions; high, precarious places; fumes or airborne particles; toxic or caustic chemicals; outside weather conditions; extreme cold; extreme heat and risk of electrical shock. The noise level in the work environment is usually moderate.
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Employees are expected to perform other related functions as assigned. Duties, responsibilities, and activities may change at any time with or without notice.
The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive listing of the duties performed in this position. The individuals currently holding this position perform additional duties and additional duties may be assigned.
Oak Park & River Forest High School District 200 (OPRF) is an Equal Opportunity Employer.
This position description should not be considered to contain every function/responsibility that an individual may be asked to perform by his/her supervisor. Employees are expected to perform other related functions as assigned.
Attachment(s):
