Administrative Assistant to Buildings & Grounds - Vacancy ID: 219828
Closed Vacancy
Vacancy Details
Administrative Assistant to Buildings & Grounds
Educational Services Center
1
N/A
Open until filled
Contact
Nichole Conaway
Human Resources Generalist
(608) 743-5024
Position Details
As soon as possible
52 weeks per year, 8.0 hours per day
Full Time
The School District of Janesville is currently accepting applications for the position of Administrative Assistant to Buildings and Grounds at the Educational Services Center (ESC).
This is a full year position, working 8.0 hours per day.
Position start date is as soon as possible.
Insurance benefits are available with this position.
This position participates in the Wisconsin Retirement System (WRS).
Essential Duties and Responsibilities include the following (other duties may be assigned) :
GENERAL ADMINISTRATIVE ASSISTANT
1. Prepares office memos, correspondence, reports, surveys, handbooks, and other documents as directed.
2. Duplicates and distributes above items as requested.
3. Sorts, prioritizes, and dates mail for Facility Services Department.
4. Answers telephone, takes messages, and provides information.
5. Takes, types, and distributes minutes of staff meetings, as directed.
6. Organizes and maintains efficient filing system.
7. Orders and manages department parts and supplies.
8. Develops and maintains computerized accounting records to track maintenance project costs.
9. Follows up on outstanding supply orders and vendor contracts and keeps department leadership informed of status.
10. Prepares bid documents and solicits quotes, as directed.
11. Maintains asbestos repair/replace documents, blueprint files and inventory detail.
12. Maintains individual building files with a historical record of completed maintenance projects.
13. Maintains the district long range maintenance plan and supporting files.
14. Processes logs, tracks building maintenance requests and informs requesting department of status.
15. Assists with coordinating annual maintenance and custodial training sessions.
STAFFING AND SCHEDULING
1. Contacts and schedules all substitute custodians.
2. Keeps track of all time off for all maintenance and custodial staff.
3. Prepares temporary change of assignment documentation as needed.
4. Manage schedules of utility custodians.
5. Assures adequate custodial staffing coverage in all school buildings.
6. Assigns work requests in manager’s absence.
SUPPLY CHAIN MANAGEMENT
1. Orders, secures quotes and manages Facility Services parts and supplies.
2. Prepares purchase requisitions and assigns proper account codes.
3. Develops and maintains computerized cost accounting records to track custodial purchases.
4. Address questions of custodial staff regarding supplies and vendors, contact vendors as needed.
VENDOR RELATIONS
1. Coordinates annual hazardous waste pickup.
2. Schedules annual inspections with contractors.
3. Contact maintenance staff or contractors as needed for building repairs.
4. Organizes distribution and collection of bid documents.
ADDITIONAL RESPONSIBILITIES
1. Serves as ESC relief switchboard operator/receptionist as requested.
2. Serves as receptionist to the Facilities Department.
3. Reports for work on a regular basis and is absent only for reasons of illness, emergency, or other approved leaves.
4. Performs such other duties as may be assigned consistent with the position of Administrative Assistant to Buildings and Grounds.
This is a full year position, working 8.0 hours per day.
Position start date is as soon as possible.
Insurance benefits are available with this position.
This position participates in the Wisconsin Retirement System (WRS).
Essential Duties and Responsibilities include the following (other duties may be assigned) :
GENERAL ADMINISTRATIVE ASSISTANT
1. Prepares office memos, correspondence, reports, surveys, handbooks, and other documents as directed.
2. Duplicates and distributes above items as requested.
3. Sorts, prioritizes, and dates mail for Facility Services Department.
4. Answers telephone, takes messages, and provides information.
5. Takes, types, and distributes minutes of staff meetings, as directed.
6. Organizes and maintains efficient filing system.
7. Orders and manages department parts and supplies.
8. Develops and maintains computerized accounting records to track maintenance project costs.
9. Follows up on outstanding supply orders and vendor contracts and keeps department leadership informed of status.
10. Prepares bid documents and solicits quotes, as directed.
11. Maintains asbestos repair/replace documents, blueprint files and inventory detail.
12. Maintains individual building files with a historical record of completed maintenance projects.
13. Maintains the district long range maintenance plan and supporting files.
14. Processes logs, tracks building maintenance requests and informs requesting department of status.
15. Assists with coordinating annual maintenance and custodial training sessions.
STAFFING AND SCHEDULING
1. Contacts and schedules all substitute custodians.
2. Keeps track of all time off for all maintenance and custodial staff.
3. Prepares temporary change of assignment documentation as needed.
4. Manage schedules of utility custodians.
5. Assures adequate custodial staffing coverage in all school buildings.
6. Assigns work requests in manager’s absence.
SUPPLY CHAIN MANAGEMENT
1. Orders, secures quotes and manages Facility Services parts and supplies.
2. Prepares purchase requisitions and assigns proper account codes.
3. Develops and maintains computerized cost accounting records to track custodial purchases.
4. Address questions of custodial staff regarding supplies and vendors, contact vendors as needed.
VENDOR RELATIONS
1. Coordinates annual hazardous waste pickup.
2. Schedules annual inspections with contractors.
3. Contact maintenance staff or contractors as needed for building repairs.
4. Organizes distribution and collection of bid documents.
ADDITIONAL RESPONSIBILITIES
1. Serves as ESC relief switchboard operator/receptionist as requested.
2. Serves as receptionist to the Facilities Department.
3. Reports for work on a regular basis and is absent only for reasons of illness, emergency, or other approved leaves.
4. Performs such other duties as may be assigned consistent with the position of Administrative Assistant to Buildings and Grounds.
1. Strong interpersonal, organizational, oral and written communication skills.
2. Personal computer skills or willingness to learn.
3. Excellent word processing skills and experience.
4. Strong grammar and proofreading skills.
5. High degree of self-motivation and flexibility.
6. Demonstrable human relations skills.
7. Associates degree in business or administrative support related field or equivalent from two-year college or technical school and two years related experience and/or training; or equivalent combination of education and experience.
8. Such alternatives to the above qualifications as the district may find appropriate and acceptable.
Previous experience is preferred.
2. Personal computer skills or willingness to learn.
3. Excellent word processing skills and experience.
4. Strong grammar and proofreading skills.
5. High degree of self-motivation and flexibility.
6. Demonstrable human relations skills.
7. Associates degree in business or administrative support related field or equivalent from two-year college or technical school and two years related experience and/or training; or equivalent combination of education and experience.
8. Such alternatives to the above qualifications as the district may find appropriate and acceptable.
Previous experience is preferred.
Candidate Requirements
- Cover Letter
- Resume
- Letters of Recommendation
- Custom Questions