Administrative Assistant - Operations

Job Title : Administrative Assistant - Operations

Wage / Hour Status : Non Exempt / At-Will

Reports To : Assistant Director - Construction

Pay Grade / Days : 207 / 226

Dept. / School : Operations

Date Revised : June 2024

Position is funded with the 2021 Bond Program Funds

Primary Purpose :

With general direction organize and support the work activities of the construction department and provide administrative support to the Chief of Operations & Facilities, Assistant Director of Construction and other team members.

Qualifications :

Education / Certification :

High school diploma, college preferred

Advanced secretarial and computer training

Special Knowledge / Skills :

Proficient skills in keyboarding, word processing, and file maintenance

Ability to use personal computer and software to develop spreadsheets and databases

Ability to organize and maintain multiple ongoing projects

Ability to work cooperatively with others

Knowledge of accounting principles and practices

Excellent organizational, communication, and interpersonal skills

Experience :

Three years administrative experience, preferably in a construction firm or architectural or engineering practice or similar environment

Major Responsibilities and Duties :

• Execute office activities to allow for proficient operations of the department including a complete and effective document management system.
• Facilitate communications both verbally and via email and other communication methods
• Support and improve department processes and procedures.
• Maintain the Program Management Information System in support of Department activities.
• Assist and support Project Managers and Assistant Project Managers with Warranty management on all projects.
• Assist with new facility occupancy process including onsite observation and support and documentation of receipt of materials
• Assist with review of project closeout and substantial completion and final completion documentation.
• Create necessary construction program reports as needed for the assistant director and presentation purposes.
• Assist in procuring and processing purchase orders and invoices.
• Assist in budget transfers and requisitions.
• Perform other duties as assigned.

Equipment used :

Personal computer and printers, calculator, copier, fax, and radio communication equipment.

Working Conditions :

Mental Demands / Physical Demands / Environmental Factors :

Maintain emotional control under stress, work with frequent interruptions. Repetitive hand motions; prolonged use of computer. Fast pace, high pressure, multiple concurrent projects / deadlines, and people intensive. Moderate lifting, bending, and stooping.

Note : This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.

Non Discrimination Statement