Facilities Administrative Assistant Fy2324_152

TITLE: Facilities Administrative Assistant FY2324_152
REPORTS TO: Director of Facilities
TERMS OF
EMPLOYMENT: Non-Exempt - hourly, overtime eligible
12 months per year 40 hours/week.
Monday - Friday 8 hr days
Classified - Level II AA - $18.02 - $20.28
Summary
Belgrade School District Facilities Administrative Assistant, supports the general operations of the facilities department and performs a variety of comprehensive administrative and clerical work. This position plays a crucial role in building customer satisfaction through outstanding service. This position will report directly to the Facilities Director and must work effectively with other Belgrade School District staff, students, vendors and the community. Key elements of this position include assisting with day to day clerical operations of the facilities department and managing district facility rentals.
Duties/Responsibilities:

• Provides general clerical support and services.
• Contacts and works with vendors to establish pricing quotes, timelines, and determine quality of goods and services.
• Schedules meetings for the Facilities Director.
• Maintains calendar and schedule of events and ensures no conflicting events are scheduled.
• Dispatches work orders and runs reports.
• Assists with preparation of purchase orders and payment authorizations.
• Processes receipts and performs monthly purchase card reconciliation.
• Maintains spreadsheets for organizational and system maintenance purposes.
• Assists in the development of necessary financial reports and analysis.
• Organizes and maintains all facility and grounds rental requests.
• Obtains all required documentation for rental usage including, but not limited to, Liability forms.
• Serves as the first point of contact in answering telephones to provide information and receive rental requests.
• Provides clear information and directions in a friendly manner.
• Responds to inquiries and relays information in a positive and proficient manner.
• Maintains all facility rental contracts and assure consistency among customer rental agreements. Reviews all persons, companies, etc.
• Recommends and assists in the development of contract prices for facility and field rentals to be reviewed on an annual basis.
• Communicates with customers to explain rental fees, timelines, policies and procedures and to establish a positive working relationship with members of our community.
• Processes invoicing and payments of facility use agreements with customers and maintains all records related to said invoices and payments.
• Works directly with the District Secretaries to approve all access via key and badge usage for all facilities in relation to rental agreements.
• Schedules weekly or biweekly meetings as needed with other staff to maintain open communication in regards to upcoming events.
• Works directly with staff of each facility to ensure all events have sufficient help to complete the event successfully.
• May be called upon to assist colleagues with other office duties.
• Maintains office supplies and equipment.
• Performs related duties as assigned.

Required Skills and Abilities:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks.
• Ability to function well in a high-paced and at times stressful environment.
• Ability to perform a variety of administrative clerical tasks with accuracy.
• Ability to carry out oral and written directions.
• Ability to provide customer service in a professional manner aligning with board policies.
• Ability to work with a team, handle stressful situations, and manage time and responsibilities.
• Ability to employ modern office methods, procedures, and equipment.
• Ability to work independently.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Proficient in computer programs such as Microsoft Office Suite; Word, Excel, Email and other software.

Education and Experience:

• High School diploma or equivalent
• Any combination of related experience and education
• Experience working in an office environment performing similar work

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 lbs. at times

Revised 12/23