30 hours per weekJob DescriptionPosition: Administrative Assistant to the Director FacilitiesReports to: Director of FacilitiesEvaluated by: Director of FacilitiesQualifications: High school diploma/equivalent; Associates Degree in Office Administration/Secretarial training preferredExperience in a busy office environment; able to multitaskSuperb organizational skills Prior experience in facilities management operations or construction office management is preferred. Experience with word processing and spreadsheets, especially Google Suite Docs/Sheets, as well as Microsoft Word and ExcelUnderstands and complies with confidentiality requirements Demonstrated fast keyboarding skills Ability to work within fast-paced environment and with minimal supervisionKNOWLEDGE, ABILITY, AND SKILLS: The successful candidate will be able to demonstrate knowledge of office operations, practices and procedures; have exceptional organizational skills; have the ability to accomplish work with frequent interruptions; possess clerical and filing skills; demonstrate timeliness in completion of tasks; demonstrate a tactful, warm, friendly and competent public demeanor; has the ability to work cooperatively with others; have knowledge of and ability to operate office equipment such as chromebooks, laptops, fax machines, shredders, copiers, etc.; possess speed and accuracy with keyboarding and word processing skills; is proactive with communication with vendors, staff, technology department staff, and Director of Facilities; knowledge of and application of English usage and spelling; knowledge of and accuracy with basic mathematical functions; knowledge of how to use spreadsheets in the Google Suite and MS Office, and to create and enter data into various documents in the Google Suite and MS Office.General Areas of Responsibility: Assists the Director of Facilities with various paper work tasks.Assists Director of Facilities and Facilities Department with various clerical tasks, including but not limited to: spreadsheets for educational programs, assisting with data entry for inventory, working with the Director to assist staff with program usernames and password resets, scheduling of meetings, typing, filing, and data entry.Photocopies and distributes documents as directed by the Director of Facilities.Develops and maintains purchase orders for items for the Facilities Department, and interfaces with vendors to facilitate this task.Specific job tasks: Types various documents, such as letters, memos, team meeting notices, miscellaneous reports.Data entry of essential information into software; creates and runs reports using student management and educational software as directed by the Director of Facilities. Files documents as indicated by the Director of Facilities.Makes telephone calls to staff, vendors, and others regarding school activities/business.Make and/or return telephone calls and relay messages for the Director of Facilities. Types and sends e-mail messages as directed by the Director of Facilities.Performs other duties that may be assigned by the Director of Facilities.WORK ENVIRONMENT: Much of the work is performed seated at a desk.

Does require frequent movement through the school and office. Computers, telephones, copiers and fax machines are used often. Contact with a full range of students, staff and general public including but not limited to parents, children, town citizens, bus company employees, maintenance workers, State agency employees, etc. Intense and fast paced at times.

Office contains highly confidential material, records and legal documents related to students, staff, parents, and school district matters. Errors could result in confusion, breeches of confidentiality, delay, safety hazards, adverse public reaction, loss of State or Federal funding, monetary loss, and/or legal sanctions. Chemical exposure through standard cleaning products and paint. Exposure to dust, dirt and noise.PHYSICAL REQUIREMENTS: Visual acuity and standard range of hearing required to perform office duties.

Lifting, moving, pushing, pulling objects or packages of twenty-five pounds or more may be required. Extended periods of work seated at desk or computer. May also require extended periods of time standing while collating or copying material.MENTAL DEMANDS: Must be able to cope with a fast paced and occasionally tense environment; multi-tasking; organization; logical process; flexibility; language acuity; mathematical acuity; calmness; sensitivity; cooperativeness; friendliness; concentration; decisiveness; frankness; accuracy of spoken or written statements; truthfulness; honesty; focus on detail; persuasiveness; confidentiality; emotional control.EQUIPMENT: Standard office equipment including multi-line telephone system with voice mail capabilities; computer with database, spreadsheet, word processing and internet/e-mail capability; copier; fax.


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