Part-time Administrative Assistant for Buildings & Grounds Department - Vacancy ID: 129623
Archived Vacancy
Vacancy Details
Part-time Administrative Assistant for Buildings & Grounds Department
District / B&G Office in Whitefish Bay High School
1
2/13/2022
Contact
Brian Chase
Director of Buildings and Grounds
(414)963-3926
Position Details
As soon as possible
Minimum of $17.75 per hour
12 month position working part-time schedule (6.00 hours per day)
Part Time
The School District of Whitefish Bay's Buildings and Grounds Department is looking for a part-time Administrative Assistant. The schedule for this position is tentatively 7:00 a.m. until 1:30 p.m. daily (Monday – Friday) which includes a 30 minute unpaid break period. This part-time position is assigned to work no more than 30.00 hours per week. This is a 12-month, benefit eligible position (benefits are pro-rated for part-time status).
Performance Responsibilities:
1. Maintain the departmental work order system.
2. Assist in the preparation and maintenance of daily account of expenditures using a manual and computerized system.
3. Prepare and follow-up on all purchase orders as required.
4. Typing/word processing of all memos, letters, reports, and related correspondence associated with the department.
5. Maintain an accurate filing system for all department correspondence, purchase orders, department expenditures, and blueprints.
6. Weekly approval of B&G staff Skyward (Truetime) entries.
7. Prepare and maintain all maintenance, custodial, and custodial aide overtime and shift differential payments. Maintain summer aide payroll.
8. Maintain an accurate record of department employee attendance to include absences, vacations, sick leaves, and personal leaves. Responsible for finding replacement personnel to fill absences for Head Custodians and Driver positions.
9. Solicit students for B&G summer employment.
10. Order and distribute B&G summer employment.
11. Maintain/purchase office supplies for the B&G Office.
12. Answer the department telephone and assume the duties as the department receptionist.
13. Manage content on B&G website.
14. Maintain District S2 software: controls fob access and auto door locks.
15. Manage Key Software.
16. Manage key and fob sign-out and return.
17. Manage B&G staff certifications and licenses.
18. Assist with management of B&G employee training.
19. Schedule annual inspections and applications for permits.
20. Prepare paper bid requests to obtain competitive pricing for the purchase of the District's annual paper supply. Keep track of paper inventory and paper orders for all sites.
21. Assist in management of mail and deliveries between sites.
22. Request and manage approved vendor/contractor documents.
23. Data/Utility Bill entry in EnergyCap.
24. Other related duties as assigned.
The candidate must exhibit or possess the following:
> Proficiency in typing/word processing and proofreading skills
> Ability to plan effectively and independently
> Strong organizational skills and the ability to work independently
> Strong interpersonal skills
> Previous experience or training in budget, payroll preparation, simple bookkeeping, and cost recording data
> Ability to effectively and efficiently use Microsoft Office and Google (G) Suite tools (ie. drive, docs, sheets, forms, calendar)
> Prior experience, or ability to learn computer skills and programs specific to a school district and/or Buildings & Grounds Department (ie. Skyward, Key management system, Security camera system, Building Automation Systems
Candidate must possess the ability to plan and organize work schedule. Successful candidate must pass pre-employment requirements including a physical and background check.
Questions about the position should be directed to Brian Chase, Director of Buildings and Grounds, via email: brian.chase@wfbschools.com
The School District of Whitefish Bay is an Equal Opportunity Employer.
Applicants that would contribute to a diverse educational community are strongly encouraged to apply.
The School Board’s goal, intent, and specific directive is that the District shall maintain policies, practices, and a workplace environment that are free from all unlawful discrimination, harassment and retaliation. Accordingly, recruitment, hiring, and all personnel administration (e.g., training, assignments, compensation, evaluation, and discipline) shall be conducted so as not to illegally discriminate against any applicant or employee on the basis of age, race, religion, sex, gender identity or expression, sexual orientation, disability, physical attributes, citizenship, marital or parental status, pregnancy, national origin, creed, color, political or religious affiliation, ancestry, arrest or conviction record, military service, social, economic or family status, use or nonuse of a lawful product off school premises during nonworking hours, declining to attend a meeting or to participate in any communication about religious matters or political matters, the authorized use of family or medical leave or worker's compensation benefits, genetic information, or any other reason prohibited by applicable law. Specific state and federal laws and regulations further define the actions that do, or do not constitute unlawful discrimination, harassment or retaliation with respect to the various protected classes.
The following person has been designated to handle inquiries regarding the non-discrimination policies and requests for reasonable accommodations:
Cindi Maier
Director of Human Resources
1200 E. Fairmount Ave.
Whitefish Bay, WI 53217
(414) 963-3881
cindi.maier@wfbschools.com
Candidate Requirements
- Cover Letter
- Resume