Administrative Assistant - Facility Operations

Administrative Assistant - Facility Operations Kent ISD Full time, 260 day year-round position Non-Union Hourly Classified, Grade 4Performs routine and advanced secretarial, clerical, and administrative duties to assure efficient and effective operation of the office and a positive impact on the provision of educational services.General Responsibilities Performs standard and advanced secretarial and clerical duties for supervisor(s) including word processing and other computer operations (Microsoft Office Suite); typing; originating, editing, proofing and transcribing correspondence, minutes, reports, notices, recommendations, and other materials; administers matters generally routine in nature to conserve supervisor(s) time. Coordinates and maintains appointment schedules, calendars of activities/workshops/conferences, and other functions related to department and supervisor(s). Gathers and compiles data needed for preparing internal/external reports; prepares such local, state, and federal reports and grants as directed. Performs varied secretarial/clerical duties requiring knowledge of departmental and organization policies and procedures dealing with area of responsibility. Establishes and maintains confidential files and organizational/departmental records in manual and computerized modes. Initiates, responds to and routes telephone calls; screens and routes incoming mail, publications and other materials; initiates and responds to routine and non-routine inquiries; resolved problems and refers questions with policy and procedure implications to supervisor(s). Coordinates local, regional, and national staff development programs including promotion, registration, facilities, food service, speaker/presenter's arrangements, vouchers, handout materials and supplies. Maintains departmental supplies/forms inventory and reorders them as necessary. Performs basic accounting/bookkeeping functions required in the position. Provides positive public relations to callers/visitors; makes arrangements for visitors' comfort. Participates in staff development programs to improve personal job skills and performance. Performs other secretarial and clerical tasks as assigned. Performs varied coordination duties requiring knowledge of departmental and organizational policies and procedures dealing with area or responsibility. Essential Duties Creates and maintains correspondence, documents, forms, and databases for Facility Supervisors and the Director. Organizes, schedules and prioritizes daily job tasks and activities. Acts as key contact person regarding office's daily operations. Provides liaison between staff and supervisor regarding meetings and responds to LEA calls and inquires. Organized and processes bulk mailings. Processes department purchase orders and ensures and verifies that materials ordered are in accordance with purchase requisitions. Organizes and coordinates activities for the S.W.M.F.O.D. group and events Data gathering and input for facilities management software. Organize and compile data for specification development to include school supplies and equipment Assist Director in coordination of entire Capital Outlay Process. Create and maintain surplus/asset equipment database for disposal or allocation of surplus items. Communicate with local school districts of allocation of usable items. Create and maintain physical and computerized database for Material Safety Data Sheets and Right-to-Know. Proved updated MSDS sheets to each building as required. Update Facilities Website as needed. Assist Director and Project Managers in project updates to stakeholders. Maintain database of key identification cards for personnel. Communicate with EPS regarding entry levels and personnel updates. Assist Maintenance Supervisor in assignment and tracking of work orders to maintenance and custodial staff. Monitors and assists in building scheduling across the district, communicating with building users and key departments around building use schedules and needs. Qualifications and Training High school graduate, plus minimum five (5) years experience in secretarial or related field, preferably in the education environment of facilities management including maintenance work order system, warehousing, bid specifications, supply purchasing, payroll; requires proven expertise in secretarial and administrative functions, including the use of Microsoft Office Suite. Ability to read, comprehend, and transmit complicated and detailed instructions in order to plan and perform job duties. Broad knowledge of organizational operations and policy, and a high level of experience and technical skills. Ability to meet deadlines, to concentrate and pay close attention to details; also ability to organize, prioritize and work independently and cooperatively as well as schedule and produce work in a timely manner. High level of communication and interpersonal skills such as discretion, integrity and flexibility to interact effectively with administrators, peers, constituent districts and the general public. Ability to maintain flexible scheduling for workshops and conferences and to make related travel arrangements. Ability to multi-task and work efficiently and productively under pressure. Benefits: Robust benefit package includes full medical, dental, and vision insurance; generous paid sick and vacation days; State of Michigan School Employment retirement program; Kent ISD is a participating employer for the Public Student Loan Forgiveness program (PSLF/ SAVE plan) for eligible Federal student loans.The above is intended to describe the general content of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Alternative requirements that may be appropriate and acceptable to the School Board may be considered. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.The District does not discriminate on the basis of race, color, national origin, ethnicity, religion, sex (including gender identity or expression, sexual orientation, pregnancy, childbirth, or a related condition), age, height, weight, familial status, marital status, military service, veteran status, genetic information, disability, or any other legally protected basis, and prohibits unlawful discrimination, including harassment and retaliation, in any education program or activity that it operates, including in admission and employment. The Coordinator for Title IX, Section 504, the Age Discrimination Act and Title II is: Dave Rodgers, Assistant Superintendent of Human Resources