Administrative Assistant - Maintenance

Administrative Assistant - Maintenance

APPLICATIONS ACCEPTED ONLINE ONLY AT www.ffc8.org EmploymentPreferred Minimum Qualifications 1. High school graduate or equivalent. (Required) 2. Typing accurate at 40 wpm. (Required) 3. Demonstrate computer skills. 4. Ability to meet the public. 5. Two years previous experience in secretarial or clerical field. 6. Demonstrate the ability to interact with staff parents and the public. 7. Pass Excel and Word testing. (Required) Testing must be completed (and passed) before applicants are eligible for an interview. Applicants MUST also apply to the position before scheduling testing. Please contact FFC8 Administration at (719) 382-1300 to schedule testing. Testing spots are limited and fill up quickly. Applicants who have already completed and passed testing are NOT required to test again.Job Goals Responsible for supporting the efficient and professional operation of a department administrative office. Provide general administrative assistance to department staff by performing assigned department processes projects answering and screening phone calls greeting the public preparing written communication receiving and responding to inquiries and requests managing vendor service contracts assisting with bidding and proposals of vendor supplied equipment and services tracking utility usage and cost utilize SchoolDude work order system to generate and manage district wide maintenance work performing department financial responsibilities including generating purchase orders and associated invoices managing petty cash and assistance with Capital Project budgets monitoring staff time and attendance creating reports and or maintaining office appearance and operations.Essential Job Functions 1. Coordinate and or perform essential processes and or projects related to assigned department functions. 2. Answer phone and greet visitors. Direct calls and visitors to appropriate individuals. 3. Compose and type communications including flyers newsletters bulletins memos etc. using office technology effectively. Maintain the Department Website. 4. Respond to inquiries from parents students public administration and District staff. Direct individuals to others as needed. 5. Perform financial responsibilities including maintaining the department budget initiating purchase orders checking-in orders and or maintaining office inventory. 6. Monitor manage and record staff time and attendance. Prepare monthly summaries. 7. Communicate effectively across the District to coordinating responsibilities schedule and plan meetings etc. 8. Gather analyze enter and compile data for reports and or communications. 9. Process internal and external mail. 10. Maintain an orderly professional office appearance. 11. Enter work orders as needed assign to trades follow up and close out work orders when complete. Prepare weekly reports of work status. 12. Enter utility usage and cost information. Generate reports for utility payment. 13. Assist with insuring efficient working operation of all office equipment and support equipment such as copy machines etc. 14. Manage and track vendor service contracts. Assist with request for proposals for vendor service contracts and vendor supplied equipment. 15. Assist with preparation of State and Fire Inspector required reports. 16. Perform other duties as assigned.Technical Skills Knowledge & Abilities Strong oral and written communication and interpersonal skills. Strong organizational skills. Phone etiquette skills. Public relations and customer service skills. Problem solving and analytical skills. Keyboarding skills. Bookkeeping and accounting skills. English language skills bilingual skills desirable. Ability work at a fast pace and handle multiple tasks and situations simultaneously and with interruptions Ability to work independently. Ability to maintain confidentiality in all aspects of the job. Ability to promote and follow Board of Education policies Superintendent policies building and department procedures. Ability to communicate interact and work effectively and cooperatively with all people including those from diverse ethnic and educational backgrounds. Willingness to contribute to cultural diversity for educational enrichment. Ability to recognize the importance of safety in the workplace follow safety rules practice safe work habits utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator. Salary Administrative Assistants are a Grade 10 on the Classified Salary Schedule. - FFC8 allows new hires to bring in up to 8 years of previous experience in similar school type settings. - Please understand that new hires tend to start out at the lower end of the salary range.Salary ScheduleEmployment Period 262 days per year - 8 Hour Work Day