Maintenance Administrative Assistant

Position Type:
Secretarial and Clerical/Maintenance Administrative Assistant
Date Posted:
1/29/2024
Location:
Facility Maintenance
Closing Date:
02/12/2024JOB SUMMARY
Under the direction of the Director of Facilities, performs a variety of advanced clerical and administrative support duties as needed to expedite the delivery of maintenance services for the school district.
ESSENTIAL FUNCTIONS

1. Serves as receptionist, takes messages, meets and screens visitors, schedules appointments and oversee Director's calendar, answers inquiries and makes referrals to proper department or individuals. Manage daily activities of the Maintenance Department
2. Serves as vital staff and public relation link through personal, telephone and computer contact
3. Attends all staff meetings and is responsible for documenting/taking notes at all meetings. Prepares agenda
4. Opens, sorts and screens mail
5. Types and/or composes correspondence and memos independently or as directed.
6. Assist department personnel in ordering supplies and arranging of services. Prepare purchase orders and payment authorizations.
7. Assist in tracking and filing annual inspections/ certifications such as playground equipment, fire suppression systems, mechanical systems, elevators, public health, etc
8. Receive, track and file work orders using Brightly/Asset Essentials. Develop and maintain preventative maintenance program on computer.
9. Process/monitor payroll records and time sheets.
10. Organize and maintain a digital filing system for all Maintenance Department documents
11. Initiate and comply with purchasing procedures. Locate, by telephone, fax or other means, parts and equipment for maintenance repairs. Obtain comparative pricing and bids from vendors. Mail or fax requests for quotations and orders to vendors.
12. Prepare sole source and comparative bid sheets, bidding documents and advertisements using in house and state procurement methods
13. Track, log and prepare reports on utility billing for power and water usage
14. Maintain capital outlay history, requests, scheduling, budgets and cost analysis
15. Use and maintain computer program to monitor building mechanical systems, create reports and work orders
16. Correspond with schools and Principals. Contractors, vendors and Government agencies
17. Monitor and assist in dispatch of personnel for emergency response in district
18. Makes arrangements for meetings and conferences which may include transportations and/or lodging

MARGINAL FUNCTIONS

1. Other duties as assigned

PHYSICAL REQUIREMENTS

1. Physical ability to perform the above essential functions with or without reasonable accommodation.

QUALIFICATIONS
Required

1. Minimum 5 years clerical/secretarial experience, including the ability to utilize word processing, data base and spreadsheet programs on a computer system. Experience in performing the above and/or related duties
2. Graduation from high school or equivalent including general course work in accounting, bookkeeping and computers
3. Pass a LiveScan background screening

Desirable

1. Previous experience working in a maintenance, industrial, construction or engineering setting involving parts, equipment, ordering, material management and scheduling
2. Experience working with contractors, vendors and government agencies

NOTE: This list of essential and marginal functions and of physical requirements for this position is not exhaustive and may be supplemented as necessary in accordance with the requirements of the job.
This is a full time, 40 hour per week, 12 month per year, position with benefits. Beginning pay is $17.81 per hour