Administrative Assistant 4, Facilities

Description

Job Title: Administrative Assistant 4 – Performance Management – Facilities Clerk

Position Function: Performs general clerical duties, which may be required but not limited to answering phones, intermediary computer functions, typing, and electronic filing, and copying, scanning, and distributing mail.

Essential Performance Responsibilities

• Answers phone calls, and providing information and assistance to callers
• Processing work requests in Tririga
• Assists in maintaining inventories or supplies and materials for the purpose of ensuring items’ availability
• Perform clerical duties for other staff as requested
  
  

Additional Duties: Perform other duties and/or responsibilities as assigned by the Supervisor.

Equipment: The employee must demonstrate the ability to use various equipment assigned to the job position as needed. This position may require the ability to use iPads in addition to basic office equipment such as computers, copiers, scanners, and fax machine. Must always comply with USD 259 guidelines for equipment use.

Travel: Travel between schools and central offices will be limited.

Physical And Mental Demands

• Ability to perform all tasks and work the hours required
• Work in standard office, shop and school building environments
• Additional demands upon request of Supervisor
  
  

Maximum Force

None

Limited

(0-1 hour)

Occasional

(1-3 hours)

Frequent

(3-6 hours)

Constant

(6-8 hours)

01-10lbs.

(Sedentary)

Lifting

Carrying

Pushing/ Pulling

11-20lbs.

(Light)

x

21-50lbs.

(Medium)

x

51-100lbs.

(Heavy)

x

100 + lbs.

(Very Heavy)

x

Knowledge, Skills, And Abilities

• Ability to communicate both verbally and written in order to communicate with others inside and outside of the organization for the purpose of giving and obtaining information
• Intermediate computer proficiency and the ability to effectively use Microsoft Word and Outlook with basic skills in Excel, which will be determined and validated by testing
• Ability to communicate effectively with a Supervisor when their discretion is needed
  
  

Ability to perform as an effective team player

• Ability to provide exceptional customer service
  
  

Ability to plan, organize, make decisions and prioritize work to meet the daily demands of the building

• Basic computer proficiency and the ability to effectively use Microsoft Word and Outlook which will be determined and validated by testing
  
  

Exhibit a professional manner and a positive attitude

Must be detailed oriented

• Use good judgment to make decisions on recurring assignments
• Display a significant degree of professionalism and confidentiality
• Ability to conform to proper standards of professional dress and appearance
• Knowledge of company’s mission, purpose, goals and the role of every employee in achieving each of them
• Knowledge of various types of materials and procedures used in the area is essential
• Display eagerness and the ability to lean new methods, procedures, and techniques
• Must have good spelling and grammar skills
• Excellent telephone skills are necessary
  
  

Qualifications

Interrelations:

• Contact with personnel within the district and with customers and vendors
• Must possess a work ethic that is strongly oriented toward both efficiency and customer service
• Will work under the direct supervision of the department supervisor in order to complete day to day tasks
• Will work with a diverse population requiring the ability to handle all situations with tact and diplomacy
• Must understand and respond appropriately to customer needs and maintain a positive attitude with all customers and colleagues
• Expected to interact with all internal and external customers in a friendly, professional manner and provide quick, responsive customer service
  
  

Employee Punctuality And Appearance

• In order for schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave
• Any deviation from assigned hours must have prior approval from the employee’s supervisor or building administrator
• All employees are required to report to work dressed in a manner that reflects a positive image of USD 259 and is appropriate for their position
  
  

Qualification Profile

• This position requires a High School Diploma or GED
• Some experience is necessary
  
  

FLSA Status: Non-Exempt

Job Specifics

• Reports to Performance Management Supervisor
• Primary responsibilities are:
• answering 973-2035 Work Order Desk Phone – assisting customers in submitting requests, answering questions, giving updates on tasks & processing emergencies.
• Processing maintenance requests in Tririga. Contact appropriate shop on emergency work orders
• Ability to work with many interruptions, and able to multi-task.
• Posting and closing of maintenance work orders for BGMS on a daily basis.
• Must demonstrate calm and efficient manner. Ability to relate to fellow district employees in a professional manner, always exhibiting an approachable, “customer service” attitude.
• Displays eagerness and the ability to learn new methods, procedures and techniques.
• Ability to communicate effectively with building personnel and enter work order requests into database concisely and accurately
• Schedule tours for the School Service Center
• Assist with Operation Holiday Pick-Up
• Update “Who Does What” manual for work orders
• Back-up for District vehicle loaner cars
• Back-up Maintaining/update District Drivers database – this includes driver license checks (Backup on an as needed basis only)
• Back-up for Vehicle Information in Tririga
• Back-up for printing monthly reports for vehicle/drivers for Facilities
• Assist with Word documents and data entry on spreadsheets
• Assists Administrative Assistant to Performance Management Supervisor as needed
• Performs other duties assigned by Supervisor