Middletown Public Schools

 

ADMINISTRATIVE ASSISTANT TO THE DIRECTOR OF FACILITIES

 

JOB GOAL:

 

            Under the supervision of the Director of Facilities, the Administrative Assistant to the Director of Facilities coordinates the daily work flow of the department.  Provides clerical, administrative and accounting support.  Monitors departmental budgets.  Compiles and analyzes information for operational activities.  Serves as the department’s liaison to internal and external agencies. Provides clerical back up for the Purchasing Department as needed.

 

SPECIAL KNOWLEDGE/SKILLS:

 

1. Knowledge, understanding and demonstrated aptitude or competence  in the performance responsibilities listed below.

2. Must possess strong organizational skills as well as the ability to handle multiple projects professionally.

3. Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy.

4. Demonstrated computer skills.

5. Must be team oriented with excellent interpersonal and communication skills.

6. Must be willing to participate in ongoing in-service training as requested.

7. Must maintain a high level of ethical behavior and confidentiality of information as required by law.

 

JOB DESCRIPTION:

 

1.      Acts as the department’s liaison. Answers telephone inquiries and directs visitors as needed.  Addresses complaints from the public and other Town employees.  Provides clerical support to staff. Examples include, but are not limited to, data entry, proofreading, faxing, copying, processing mail, maintaining office supplies and equipment and other secretarial duties.

2.      Provides administrative support to the department’s staff.  Composes communications and creates departmental reports.  Schedules meetings and prepares corresponding agendas and minutes.  Maintains department files.  Train facilities staff in computerized programs currently being used.

3.      Provides personnel support to the department.  Oversees the proper tracking of leave time and disciplinary actions.

4.      Provide administrative support for transportation issues.  Examples include, but are not limited to, processing weekly time sheets for payroll, processing monthly state reporting, keeping track of bus inspections, making sure bus evacuation drills are done.

5.      Provides clerical back up and support to the Purchasing Department as needed.

6.      Prioritizes and dispatches staff in regard to work flow by managing the work order data base. Determines the importance of each work order and considers the appropriate course of action.

7.      Maintain equipment inventory including Preventative Maintenance database.

8.      Maintains facility scheduling throughout the district. Examples include, but not limited to, inputting permits, distributing to staff and permit holders, billing, maintaining proper certificates of insurance and processing payments.

9.      Performs and maintains accounting functions for the department. Examples include, but not limited to, issuing purchase orders, coding for budget system, processing invoices for payment.  Oversees proper tracking of invoices to correct budget codes.

10.     Maintains relationships with internal and external vendors. Serves as the departmental liaison on various departmental programs.

11.     Maintains the department’s website.

12.     Maintain security systems.  Examples include, but not limited to, issuance of keys badges and alarm codes to staff, monitoring alarm reports, maintaining on-call lists for police, fire and staff.

13.     Maintain cell phone inventory, including issuing/receiving equipment, monitoring cell phone bills.

14.     Make sure all mandatory testing and inspections are done including, but not limited to OSHA, Fire, Building, Radon, Asbestos, IAQ, and Equipment.

15.     Process all utility bills, check for accuracy, forward to energy management company.

16.     Provide administrative support to other school programs such as business office, planetarium, summer school, flu clinics, athletics, and registration office.

17.     Performs all tasks in accordance with the Middletown Public School’s organizational mission, vision and beliefs.

18.     Performs tasks or services consistent with the job goal of the position.

19.     Assume other duties as may be assigned by the Superintendent.

 

WORK YEAR: 261 days

 

SALARY RANGE:

 

1st Reading – June 16, 2011

2nd Reading and Approval – July 21, 2011