About this role
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.