Administrative Assistant III - Facilities & Construction

Job Title: Administrative Assistant III - Facilities & Construction

Wage/Hour Status: Non-Exempt

Reports to: Director of Facilities & Construction

Pay Grade: Clerical/Technical 5

Dept./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 equivalent
• Associate's degree preferred

Experience:

• Three 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 perform word processing
• Ability to prioritize workflow to address the multiple needs of the supervisor and department
• Ability to manage numerous complex administrative activities simultaneously
• Basic math skills
• Effective communication and interpersonal skills
• "Bilingual preferred"

MAJOR RESPONSIBILITIES AND DUTIES

Reception and Phones

1. Greet and direct department visitors, respond to inquiries, and refer them to appropriate department staff.

2. Answer incoming calls, take reliable messages, and route them to appropriate staff.

Records, Reports, and Correspondence

1. Prepare correspondence, forms, reports, manuals, and presentations for the director and other department staff.

2. Monitor the electronic work order request system, as well as requests made by telephone, email, or in person; evaluate and prioritize requests based on urgency and needed services, and dispatch appropriate personnel.

3. Compile pertinent data to prepare required state and local reports.

4. Compile, maintain, and file physical and electronic departmental files, including preventive maintenance data, work orders, and other required records and documents.

5. Maintain records for continuing education and license renewals for licensed staff.

6. Coordinate equipment inspections and submit required reports 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 them in accordance with district procedures.

Other

1. Coordinate district surplus auctions by sorting, organizing, photographing, uploading items, and assisting with auction pickup.

2. Organize and manage routine office activities and prioritize special assignments.

3. Coordinate department meetings, including preparing materials, scheduling facilities, and arranging equipment.

4. Order and maintain inventory of office supplies for the department.

5. Receive, sort, and distribute department mail and other documents.

6. Maintain effective rapport with the public and respond to questions or concerns in a prompt and courteous manner.

7. Maintain confidentiality.

8. Attend district staff development and participate in other applicable professional development activities.

9. Follow district safety protocols and emergency procedures.

SUPERVISORY RESPONSIBILITIES

None.

MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS

Tools/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 districtwide travel

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

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.