Facilities Assistant -TEMPORARY POSITION

JOB SUMMARY:
Provide secretarial support for Physical Plant Services. Communicate regularly with administrators, teachers, and members of the community, both orally and in writing. Coordinate and schedule all facility use. Coordinate, schedule, monitor and regulate heating, cooling, and lighting changes to the energy management system (EMS). Monitor and regulate district energy management system. Coordinate building needs with appropriate staff and contractors. Assist with scheduling committee meetings, providing reports and other documents, maintaining budget records, and record keeping. Considerable public contact is involved, and employees of this classification are expected to employ skill and judgment in the conduct of these interactions within established policies and procedures.
QUALIFICATIONS:
Knowledge, Skills, Abilities: Knowledge of: business English, word processing and spreadsheet
software with emphasis on Microsoft Office. Skilled in: keyboarding, ten-key adding machine, and
computer entry/operation. Ability to: perform detailed assignments with a high degree of accuracy and thoroughness; compose memoranda and letters with clarity; understand and follow written and oral instructions; meet the public and create a good impression; receive, screen and give varied information to callers; maintain confidential information. Flexible and willing to do a variety of jobs. General comprehension of maintenance, construction, and technological terminology and methods. Ability to communicate with Spanish speaking students and adults preferred.
Experience: At least three years' secretarial experience.
Education: High school diploma or general education degree (GED).
Certification Required: None
ESSENTIAL JOB FUNCTIONS:

1. Establish and maintain effective recording and filing systems for all aspects of the physical plant department work.

1. Assist in the preparation of state, federal, and local reports, including monthly and annual energy usage and expenditures to the Oregon State Energy Department.
2. Coordinate and assist in all aspects of arranging meetings, including necessary correspondence.
3. Prepare agendas as assigned.
4. Assist with interviews for custodial and maintenance staff, as needed.
5. Coordinate time sheets and leave requests for custodial and maintenance employees.
6. Verify attendance and record overtime.
7. Coordinate custodial coverage in the absence of regular assigned staff during vacation, sick and other leave times.
8. Answer incoming calls and accurately relay messages.
9. Assist the Risk Management/Custodial Supervisor and Coordinator of Operations and Safety with the development and input of the budget for the Physical Plant, including annual statistics.
10. Input and monitor purchase orders in the district system. Maintain log of purchases and assist the business office in verifying delivery of purchased items. Monitor log of purchases and assist the business office in verifying delivery. Monitor and track expenditures for the Physical Plant budget and oversee budget accounts as needed.

1. Produce, duplicate and collate bid documents. Maintain bid files including lists of bidders and bidder information. Mail addenda, change orders and other bid documents as required.
2. Serve as secretary to the district safety committee. Maintain safety files on committee meetings and mandated records regarding periodic drills, inspections, and reports.
3. Maintain mandated program files and training records including but not limited to asbestos, hazardous communication materials, MSDS, PCB, Lock Out Tag Out, and "Worker Right To Know" program files. Prepare annual Asbestos Publication for posting in local newspaper, distribute publication to staff and maintain Asbestos files.
4. Distribute Quarterly Safety Inspection reports to custodial staff. Review inspection results, inform supervisor of problems that need to be addressed.
5. Using the Energy Management System (EMS), check temperatures and systems and verify that systems are running properly. Coordinate in-house or outside contractors in making repairs district-wide.
6. Be on-call to monitor and adjust the EMS in off hours.
7. Coordinate Facility Use and Community Rentals.
8. Maintain the Facility Setup system for all district activities, including building settings for heat/air /lights for after hour activities. Maintain constant watch on this system to manage energy conservation in buildings/parking lot lighting systems.
9. Schedule semi-annual and annual contractor inspections for district-wide maintenance including: elevators, fire extinguisher/fire suppression systems, grease traps and backflow systems. Maintain inspection files and logs.
10. Track oil usage at Ewing Young Elementary and regularly obtain quotes for oil fills.
11. Maintain alarm system call lists. Report and updated staff changes to alarm monitoring company and provide information to administrative staff and local police and fire departments.
12. Work with the district Integrated Pest Management (IPM) Coordinator to accurately log, post and update IPM logbooks, materials, and tracking information. Post calendar events to district web page for all spray applications.
13. Communicate routine decisions and administrative procedures in the absence of supervisors.
14. Coordinate and facilitate semi-annual surplus sales.
15. Assist with input of information for the district's computerized work order system. Assign work orders to staff in the absence of supervisors.
16. Perform other duties as assigned.

JOB REQUIREMENTS:
Language Skills: Ability to read English and comprehend complex technical language. Ability to write memos and correspondence in English. Ability to effectively present information in one-to-one small group situations.
Mathematical Skills: Ability to perform basic mathematical calculations with a high degree of accuracy.
Reasoning Ability: Ability to apply common sense to carry out detailed, but basic, written or oral instructions in English. Ability to deal with problems involving a few concrete variables in standardized situations.
Technology Skills:Capacity to utilize computers to retrieve and send e-mail, access information on the internet, use district adopted software for word processing and spread sheets, ability to retrieve, compose and assign work orders, schedule facilities, and log or track fleet expenditures on the district computerized maintenance management system, and ability to adjust hours of facility operation on the district building automation system.
Other Skills and Abilities: Ability to work collaboratively and establish and maintain effective working relationships with co-workers, supervisor(s), staff, students, parents, and community.
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 frequently required to walk and may be continuously required to stand. The employee will frequently bend or twist at the neck and trunk while performing the duties of this job. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee continuously uses hand strength to grasp tools. The employee must be able to lift and/or move up to 10 pounds. The employee may be required to sit at a desk and use a computer for long periods of time.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Works in a school environment. Able to use a telephone, operate a computer, and use other office equipment. Able to drive to other program sites and meetings.
TERMS OF EMPLOYMENT:
Twelve-month period with vacation time as established. Performance will be evaluated in accordance with established procedures on evaluation of Classified personnel.
CLASSIFICATION/LOCATION: Classified, Temporary Part Time at Physical Plant/DO.
CALENDAR: 4 hours per day - until June 30, 2024
SALARY/BENEFITS:
Salary Range 12 of the Classified Wage Schedule Salary $20.87 - $26.56 per the 2023-24 Classified wage scale.
Newberg School District pays 6% PERS contribution provides a generous insurance cap and long-term disability insurance. Optional Life, AD&D insurance, Short Term Disability, Tax Shelter Annuities, Section 125 health and dependent care accounts, and Employee Assistance Program through Uprise Behavioral Health also available to all staff.
The information contained in this job description for compliance with the Americans with Disabilities Act (ADA) is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this or similar. Positions and additional duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations to enable individuals with disabilities to perform the essential functions of this job may be made. Newberg Public Schools is an Equal Opportunity Employer and Actively Seeks Minority Applicants. The District complies with Equal Opportunity/Affirmative Action/Title IX Requirements. Applicants who best meet the requirements of the position will be invited for an interview.