Administrative Assistant - Facilities

FUNCTIONAL PURPOSE:
Performs administrative support, clerical support, and receptionist support functions for the Maintenance department.
DUTIES AND RESPONSIBILITIES:

• Processes new maintenance work requests received from schools through the work order software system, or by telephone, revising and adding to details provided by the requestor as needed and assigning the work request to the appropriate department technician, supervisor, or other staff member.
• Answers telephones and greets visitors to the office, handles requests for information in area of assignment, routes person to appropriate office or persons, takes and receives messages for staff.
• Aids with Planned Maintenance tasks such as entering new equipment and maintenance schedules, retiring equipment and schedules, updating assignments to technicians as needed, etc.
• Helps maintain accuracy and organization of information in the work order software system and provides reports and information from that system as requested by department leadership.
• Enters a variety of data into databases or spreadsheets as a method of tracking and base data for analysis.
• Schedules meetings and coordinates committee meetings with needed parties, as requested by department leadership.
• Sorts and processes mail for the assigned staff and Facilities Accounts Payable as needed.
• Types letters, memorandums, agendas, forms, manuals, etc.
• Adherence to attendance policies.
• Performs other related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• General knowledge of office practices, procedures, and methods.
• Ability to set own work priorities and be flexible in adjusting workload and variety of tasks assigned.
• Ability to plan and organize work to meet established deadlines and professional staff requirements.
• Ability to communicate professionally with visitors and coworkers.
• Ability to quickly learn the general organization and operations of the Maintenance department.
• Ability to complete and handle accurately and confidentially records and files.
• Ability to evaluate existing programs and procedures and make recommendations for improvement.
• Ability to accurately interpret state and federal regulations and school policies.
• Ability to establish and maintain effective working relationships with co-workers, supervisors, and school personnel.
• Ability to write correspondence using appropriate grammar and punctuation.
• Considerable knowledge of office systems and processes, including but not limited to proficiency in Microsoft Office products such as Word, Excel, PowerPoint, Outlook, etc.
• Ability to process work, forms, and materials involving numbers with a high degree of accuracy.
• Ability to maintain a high level of confidentiality when working with employee pay records and discussing medical concerns.
• Ability to train others on basic computer functions as pertaining to program recordkeeping requirements.
• Adherence to attendance policies.
• Performs other related duties as assigned.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Minimum: High School Diploma/GED and one-year general office experience.
• Desirable: Graduation from a two-year business school and one-year general office experience.

Pay Grade 60 - $2,600.00 Minimum Monthly Salary - Full Time Position
PHYSICAL WORK DEMANDS:
PHYSICAL
ACTIVITY
FREQUENCY
C - Constant
F - Frequent
O - Occasional
I - Infrequent
NR - Not Required
PHYSICAL
ACTIVITY
FREQUENCY
C - Constant
F - Frequent
O - Occasional
I - Infrequent
NR - Not Required
Climbing/Balancing
I
Lifting/Carrying
O up to 25 lbs.
Crawling/Kneeling
O
Grasping/Twisting
O
Walking
F
Reaching
O
Running
I
Pushing/Pulling
O
Standing
F
Fingering/Typing
C
Sitting
C
Driving
I
Bending/Stooping
O
Others:
In compliance with Federal Law, Winston-Salem/Forsyth County Schools administers all education programs, employment activities and admissions without discrimination against any person on the basis of sex, race, color, religion, national origin, age, or disability.