Administrative Assistant 5, Environmental

Wichita Public Schools•Wichita, KS

17h•Hybrid

About The Position

Performs general clerical duties for the Environmental Department, assisting with taking orders from buildings regarding asbestos, mold, odors, etc. This role involves reconciling inspection findings, communicating with various stakeholders, managing documentation for underground storage tanks, maintaining a training calendar, and assisting with scanning projects and invoice reconciliation. The position requires proficiency in time management, advanced computer skills, excellent communication, problem-solving abilities, and a high level of professionalism and customer service.

Requirements

A High School education or GED
A minimum of six months experience are required for this position
Proficient time management skills, good judgment, problem solving, and analytical abilities to effectively meet deadlines
Advanced computer proficiency and the ability to effectively use Microsoft products and department systems
Ability to communicate exceptionally both verbally and written to communicate effectively with others inside and outside of the organization for the purpose of giving and obtaining highly confidential information, and frequently involving influencing and advising others on matters of significance
Ability to solve complex problems using research, analysis, and previous precedent for similar problems
Ability to write letters, memos, and reports that command attention and achieve results
Ability to provide the highest level of customer service
Displays eagerness and the ability to learn new methods, procedures, and techniques
Ability to plan and organize effectively to achieve greater results
Gives the highest priority to achieving accuracy
Displays a significant degree of professionalism and confidentiality
Ability to conform to proper standards of professional dress and appearance
Knowledge of company's mission, purpose, goals, and the role of every employee in achieving each of them
Ability to perform a variety of tasks, change assignments on short notice, perform under deadlines, and work in a calm and efficient manner.
Exhibit a professional manner.
Ability to organize, make accurate calculations, and be an effective team member.

Nice To Haves

Contact with personnel within the district and with customers and vendors
Will be working under the direct supervision of the department supervisor to complete day to day tasks
Will work with a diverse population requiring the ability to handle all situations with tact and diplomacy
Must understand and respond appropriately to customer needs and maintain a positive attitude with all customers and colleagues
Expected to interact with all internal and external customers in a friendly, professional manner and provide quick, responsive customer service

Responsibilities

Reconcile Inspection findings (Fire Department, State Fire Marshal, KDOL), assigning work tasks throughout the year in Tradebe or via email following inspections (Wichita Fire Department, Kansas State Fire Marshal, Kansas Department of Labor) at WPS Facilities and notifying the WPS Safety Inspector as work tasks are completed.
Email and other communications with the schools and tradespeople to ensure that tasks are completed in a timely manner.
Receive monthly Veeder Root readings, manual tank levels, and other documentation from schools for Underground Storage Tanks.
Scan/file receipts and paperwork for the environmental Manager to complete the required reporting each month.
Follow up with building engineers and custodial staff to ensure that readings are turned in on time.
Monitor due dates for state required testing.
Write purchase order requests as testing and/or repairs are required.
Assist the environmental manager with monitoring due dates for the Asbestos 6-Month Periodic Surveillance and 3-Year Reinspection reports.
Assist with grammatical review of reports to ensure accuracy.
Write purchase order requests for asbestos abatement and air clearance contractors as necessary.
Send out notices via email to district employees and supervisors on when & where training is being held.
Assist the Environmental Manager and supervisors with coordination of various safety and environmental training topics and locations.
Continue district environmental historical report scanning projects within the office by scanning letter and 11”x17” paper sizes from 3-ring binders, folders, filing cabinets, spiral booklets. The scanning project will include the removal of staples from the documentation.
Assist with reconciling invoices and the purchase of various equipment and supplies that are used within the department.
Assists with additional duties as assigned by Supervisor.