Administrative Assistant - Maintenance
: Job Details :

Primary Purpose:Under minimal supervision, organize and conduct the routine work activities of the maintenance department and provide clerical services to the director of maintenance.Qualifications:Education/Certification:High school diploma or GEDSpecial Knowledge/Skills:Proficient keyboarding, data entry, word processing, and file maintenance skillsKnowledge of correct English usage, grammar, spelling, and punctuationKnowledge of basic bookkeeping principlesAbility to use software to develop spreadsheets, databases, and do word processingAbility to prioritize workflow to address the multiple needs of the supervisor or departmentAbility to multi-task numerous complex administrative activitiesStrong organizational, communication, and interpersonal skillsExperience:At least 2 years of secretarial experience, preferably in public education environmentMajor Responsibilities and Duties:Records, Reports, and Correspondence

Prepare correspondence, memorandums, forms, manuals, requisitions, reports, and presentations for the director and other maintenance department staff.

Receive and process work orders and requests for emergency service.

Compile, maintain, and file all reports, records, and other documents as required including preventive maintenance data and work orders.

Set up and maintain secure convenience files on all department employees in accordance with state, federal, and district requirements. Coordinate file maintenance schedules with central office.

Phones

Answer incoming calls, take messages, and route them to appropriate staff. Handle questions and requests falling within level of responsibility.

Accounting

Perform routine bookkeeping tasks and maintain department budget records in an accurate manner.

Order office supplies for department. Prepare purchase orders and payment authorizations as directed.

Compile and report time records, including leave requests and reports, and prepare payroll on department employees.

Other

Welcome all visitors and handle their requests or refer them to appropriate personnel. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.

Maintain calendar of department activities and staff schedules and make appointments as required. Make meeting arrangements including arranging and setting up facilities and equipment and preparing materials.

Maintain confidentiality of information.

Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:NoneMental Demands/Physical Demands/Environmental Factors:Tools/Equipment Used: Standard office equipment, including computer and peripheralsPosture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Frequent repetitive hand motions; frequent keyboarding and use of mouseLifting: Occasional light lifting and carrying (less than 15 pounds)Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hoursMental Demands: Maintain emotional control under stress; work with frequent interruptions