Buildings and Grounds Administrative Assistant

TITLE: Buildings and Grounds Administrative Assistant

QUALIFICATIONS: Physical: Is physically able to work in a standing position for prolonged periods. Is able to work in warm surroundings.

REPORTS TO: Buildings and Grounds Director or designee

SUPERVISES: N/A

JOB SUMMARY: Maintains the Clear Creek Amana School facilities and grounds.

TERMS OF EMPLOYMENT: Terms and conditions as established by the Board of Education.

JOB RESPONSIBILITIES

SPECIFIC DUTIES:

1. Reviews and updates timesheet information for accuracy and completeness.
2. Review and update work order status and costs.
3. Assists with coordinating subs for custodians/building engineers as necessary
4. Assist with the review and cost analysis of supply purchasing
5. Update and document required yearly staff trainings per district standards
6. Review facilities usage calendar for proper information
7. Coordinate facilities usage door schedules and gathers information conforming to district policies
8. Acts as public point of contact for all facilities use requests
9. Review and document work orders for SU reimbursement
10. Gathers and processes roof leak information
11. Assist Buildings and Grounds director with district energy monitoring and record keeping
12. Perform filing and record keeping of district construction projects
13. Tracks and assigns proper coding to P Card purchases. Will keep the department updated on changes and requirements as outlined by the District Office.
14. Enters and tracks purchase orders
15. Tracks, schedules and maintains records for district inspections as assigned by the Buildings and Grounds Department
16. Will work in conjunction with the District Business Office to keep track reporting of PPEL, SAVE and project budgets in a timely and efficient manner..
17. Assist with O&M asset inventory and maintenance tracking. Responsible for the entry of data into district tracking software.
18. Assist with ensuring pesticide applicator licensing is kept up to date.
19. Assist with creating presentations/ gathering information for O&M board meeting topics
20. Submit requisitions for new job postings as requested.
21. Will act as the distributor of information for the Buildings and Grounds department.
22. Clerical tasks as assigned.
23. Identifies and will act as the point of contact for office updates and supply needs.
24. Schedule and coordinate department training that would require travel or overnight accommodations.
25. Will assist with the coordination of project timelines. Keeping up to date with the Chief Financial Officer on dates and notice timelines to ensure accuracy and project compliance.
26. Performs background checks and creates identification badges for contractor employees.
27. Must be able to work independently given the nature of the flexibility required within the Buildings and Grounds department.
28. Regular and prompt attendance.
29. May be assigned other related duties in addition to those listed in the job description.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. The information contained in this job description is in compliance with the American Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals holding this position and additional duties may be assigned. The Clear Creek Amana School is an Equal Opportunity Employer. The district does not discriminate on the basis of race, creed, color, gender, national origin, religion, age, marital status, sexual orientation, veteran status, or disability. Federal law obligates an employer to provide reasonable accommodation for the known disabilities of applicants, unless doing so would pose an undue hardship on the employer.