Administrative Assistant to the Director of Facilities

Position Type:
Support Staff - Secretarial/Clerical/Bookkeeping/Administrative Assistant
Date Posted:
12/8/2023
Location:
Maintenance/Custodial
Date Available:
01/02/2024
Closing Date:
12/15/2023
Position Title:Administrative Assistant to Property Services Department
Non Exempt
Site: District Office
Direct Supervisor:Director of Property Services
Contracted Length Term: 12 months; 252-day work calendar
Salary: A competitive salary commensurate with education and experience (District Office Salary Schedule: Admin Assistant range $53,455 - $71,676)
Start Date: January 2, 2024
Brief summary of MCSD:
Nestled within Colorado's gorgeous Western Slope, the towns of Montrose and Olathe are surrounded by an endless variety of prospects for exploration and adventure (Black Canyon National Park, Telluride and the San Juan Mountains to the South, along with rivers, lakes and streams). MCSD is one of the largest rural school districts in Colorado with a great focus on STEM including the arts. Which means we are small enough to be neighborly, but still big enough to continue growing (with short commutes to school and work).
Benefits
At MCSD, we care about our employees and their loved ones. Our benefits package consist of the following items: a variety of health insurance plans with employer contribution, including dental and vision insurance, Telehealth, a $50,000 life insurance policy with optional additional coverage, PERA retirement contribution, supplemental insurance options, no match tax shelter account options including 401K, 457(b), 403 (b) and Roth, before tax deductions and flexible spending options, paid leave options and holidays based upon the position, Employee Assistance Program (EAP).
Added perks: Great people to work with, professional development and advancement opportunities, and multiple wellness programs and incentives.
Definition
This position was created to serve as a confidential Administrative Assistant responsible for the oversight of the Director's assignments, to perform highly complex, technical, confidential and responsible secretarial and clerical functions; to relieve a cabinet-level administrator of technical detail by coordinating, organizing, leading, and participating in the various operational aspects of the administrator's assignment; have knowledge of laws and practices; and to do other related work as required.
Essential Duties

• Serve as a confidential assistant dealing with a variety of sensitive and privileged matters.
• May coordinate and lead staff activities of the administrator's office, including the organization, planning, layout and development of work accomplishment timelines.
• Prepare or coordinate the preparation of information and data requested for administrative review.
• Attend meetings as requested and take notes as needed.
• Responsible for correspondence, memoranda, reports and other communicative documents that include technical terminology. This requires a familiarity with construction terms, sequences, codes and operational procedures affecting the administrator's and departments functional responsibilities.
• Interpret regulations and operational procedures to those persons contacting the administrator's office, either by telephone, email or in person.
• Manage the office by answering routine inquires and correspondence, maintaining an action calendar, scheduling appointments, conferences and meetings for the Director and Custodial Supervisor.
• Establish and maintain accurate manuals and electronic files on a variety of project records, that may include sensitive and privileged data.
• Utilize modern office equipment, including computers and related application software.
• Mange the billing and payments through District IVisions for various venders that work with MCSD.
• Coordinate, organize and provide support for the performance evaluation of the maintenance department staff.
• Assist with budget planning and expenditure control procedures.
• Plan, write, organize and/or coordinate the preparation and distribution of Request for Proposals (RFP's), Architects Supplemental Information (ASI's), Request for Information (RFI's), Change Orders, Invitations to Bid and contract documents relating to facilities and equipment improvements.
• Ensure that the As-Built Drawings are up to date on all RFI's, ASI's and Approved Proposal Requests.
• Assist with gathering pricing, assembling, logging, distribution and tracking subcontract change orders.
• Plan and coordinate the purchase of supplies, materials and inventory as they relate to the maintenance department and various improvement projects.
• Process and track maintenance and repair orders.
• Responsible for tracking compliance with Subcontractor Documentation (i.e., bonds, insurance). Ensure timely approval of submittals to prevent project delays.
• Gather and organize closeout documentation for projects. (Certificate of Substantial Completion and Certificates of Occupancy Closeout Documentation includes, but is not limited to Operation and Maintenance Manuals, Warranties, Demonstration and Training, As-Built Drawings, Attic Stock, Test and Balance Reports, etc.)
• Review submittals and shop drawings for compliance with contract documents.
• All other duties as assigned.

Qualifications
Knowledge of:

• Construction industry; construction technology and standards.
• The sequence of construction from design and implementation through project close-out.
• Legal mandates, policies, regulations, codes and procedures, which govern the administrator's operational processes.
• Modern office practices, trends and procedures, standard office equipment and modern data management, storage and retrieval systems.
• English usage, spelling, grammar and manuscript and report formatting.
• Effective and efficient communication techniques, strategies and procedures.
• Microsoft Office; Outlook, Word, Excel and PowerPoint (intermediate level).
• Miscellaneous other software programs.

Ability to:

• Establish and maintain cooperative relationships and maintain a calm and tactful manner.
• Able to comprehend basic construction concepts (i.e., overall job scope vs. what is being done each day).
• Read and understand the scope of work for each subcontractor.
• Detail orientated.
• Think "outside the box"
• Work efficient and effectively.
• Type at a speed of 60 words per minute.
• Compile data and information and prepare comprehensive reports.
• Communicate effectively in oral and written form.
• Understand and carry out oral and written directions.

Experience and Education
Any combination of experience and training that would likely provide the required knowledge and skill is qualifying. A typical way to obtain the required knowledge and skill would be:
Experience:
Three years of highly responsible secretarial/assistant experience preferably in a construction background.
Education:
Required: High school diploma or equivalent supplemented by training.
Preferred: Equivalent to the completion of the associate degree and/or supplemented by coursework or training in construction management, office management or related area.
License Requirement:
Possession of a valid Colorado Motor Vehicle Driver's License.
Physical Demands
The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions:

• Persons performing service in this position classification may exert 5 to 50 pounds of force to lift, carry, push, pull or otherwise move objects.
• This type of work involves sitting a portion of the time but will involve walking or standing for brief periods.
• Perceiving the nature of sound, near and far vision, depth perception, providing oral information, the manual dexterity to operate business related equipment and handle or work with various materials and objects are important aspects of this job.

Reasonable accommodations may be made to enable a person with a disability to perform the essential functions of the job.
Condition of Employment
Insurability by the District's liability insurance carrier.