Job Title: Administrative Assistant III - Facilities & Construction                                  Wage/Hour Status: Non-Exempt

Reports to: Director of Facilities & Construction

Pay Grade: Clerical/Technical 5

Dep’t/School: Facilities & Construction

Work Calendar: 226 Days

 

PRIMARY PURPOSE

Under moderate supervision organize and manage the routine work activities of the Facilities & Construction office and provide clerical support to the director and other staff members.

 

QUALIFICATIONS

Education/Certification

• High school diploma or GED
• Associate’s Degree preferred

Experience

3 years clerical/secretarial experience

 

Special Knowledge/Skills

• Proficient skills in keyboarding, data entry, word processing, and file maintenance
• Ability to use software to develop spreadsheets and databases and do word processing
• Ability to prioritize workflow to address the multiple needs of the supervisor or the department
• Ability to multi-task numerous complex administrative activities
• Basic math skills
• Effective communication and interpersonal skills

MAJOR RESPONSIBILITIES

Reception and Phones

1. Greet and direct department visitors, respond to their inquiries and/or direct them to appropriate department staff.
2. Answer incoming calls, take reliable messages, and route to appropriate staff.

Records, Reports, and Correspondence

1. Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
2. Monitor the electronic work order request system, as well as requests made via telephone, e-mail, or in person, evaluate and prioritize requests based on needed services and urgency of the requests, and dispatch appropriate personnel.
3. Compile pertinent data to prepare various required state and local reports.
4. Maintain physical and computerized departmental files, including preventive maintenance data and work orders, and other records and documents as required.
5. Maintain records for continuing education and license renewals for licensed staff.
6. Set up various equipment inspections and report as necessary to the appropriate state agency.

Budgeting/Bookkeeping

1. Perform routine bookkeeping tasks and maintain department budget records.
2. Prepare and process department purchase orders and payment authorizations.
3. Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.

Other

1. District auction – sort, organize, and prepare surplus items for auction including taking photos, uploading photos, and conducting auction pick-up.
2. Organize and manage routine office activities, and prioritize special assignments.
3. Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging for needed equipment.
4. Order and maintain inventory of office supplies for the department.
5. Receive, sort, and distribute department mail and other documents to department staff.
6. Maintain effective rapport with the general public and handle any problems or concerns in a prompt and courteous manner.
7. Maintain confidentiality regarding student and coworker information and as required by FERPA.
8. Attend staff development programs offered by the district and participate in other applicable professional development programs.

SUPERVISORY RESPONSIBILITIES

None.

 

MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS

Equipment Used: Standard office equipment including personal computer and peripherals, multi-line telephone system, copier/printer/scanner, shredder, fax machine, and calculator

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (typically less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional district-wide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

 

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.