Long-Term Substitute: 4/27/26 to 5/22/26, but may be extended. Shift: 6:30am to 3:00pm (.50 unpaid lunch)
Position Summary: This role oversees the complete facilities rental system and database management, encompassing programming operations, contract administration, invoicing, accounts receivable, cash and check processing, insurance verification, client relations, financial management, and fiscal year-end procedures. This position also includes surplus auction responsibilities such as inventory, developing and consolidating Excel spreadsheets, transmitting files to Wisconsin Surplus, and coordinating the scheduling and distribution of auction items to purchasers.
Essential Functions:
Facilities Rental Management
Manage daily operations, including phone calls, emails, and client interactions
Process rental requests through a software system, including users, approvals, denials, and permit generation
Classify clients into appropriate price tiers and assess rental needs
Coordinate events with building administrators and staff
Verify custodial and grounds staff availability before approving permits
Manage and update liability insurance documentation for rental clients
Provide training and technical support to staff and clients on the rental system
Financial Operations
Generate and distribute invoices to rental clients in a timely and accurate manner
Process financial transactions and maintain complete, organized fiscal records including invoices, department budget documentation, and purchasing card activity
Perform daily reconciliation of account payments and ensure accuracy of posted transactions
Complete fiscal year-end reporting and reconciliation in accordance with district timelines and procedures
Adhere to established cash-handling procedures, including collecting payments, issuing receipts, and preparing bank deposits
Compile and maintain budget information to support the Facilities Services Manager in monitoring departmental expenditures
Auction Coordination
Maintain and update the inventory of surplus items from district buildings designated for auction
Develop and consolidate spreadsheets to organize and track surplus items
Transmit auction files and coordinate submissions with Wisconsin Surplus
Coordinate scheduling and distribution of auction items to purchasers following completed sales
Process related auction documentation and financial transactions
Perform other duties as assigned by the supervisor
Knowledge, Skills, and Abilities:
Organize work effectively, establish priorities, and manage multiple tasks simultaneously
Exercise sound, independent judgment and make reasonable decisions with moderate supervision
Handle confidential information with discretion and professionalism
Communicate clearly and professionally with staff, clients, and the public in both written and oral formats
Demonstrate strong public relations and interpersonal skills in all interactions
Function effectively as a team member while also working independently
Maintain concentration, attention to detail, and composure under stress and frequent interruptions
Working Conditions: This job is performed primarily indoors, with occasional need to attend meetings outside the building and/or at district schools.
Physical / Mental Requirements:
Sit or stand for prolonged periods, up to 6 hours per day
Perform light physical work, including lifting up to 30 pounds without assistance
Move throughout and between district buildings as needed
Reach in all directions and bend/stoop to store and retrieve files
Operate standard office equipment, including computers, keyboards, calculators, fax machines, and printers
Participate in numerous in-person and telephone conversations throughout the workday
Perform job duties in an environment where background noise and frequent interruptions are normal
Maintain concentration, focus, and attention to detail in time-sensitive tasks
Maintain regular and consistent on-site attendance