Administrative Assistant, Facilities

Greeley•Greeley, CO

7d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative, clerical, and financial support to the Facilities Department, which oversees building, mechanical, electrical, access control/security, and grounds maintenance, as well as facility use operations. This position serves as the primary point of contact for departmental inquiries, coordinates vendor communications and procurement activities, and manages day-to-day, monthly, and annual accounting, budget tracking, and financial reporting processes. The Administrative Assistant provides direct support to department leadership, assists with the coordination of work order and facility use requests, and helps ensure the efficient operation of the department. This position is responsible for preparing accurate correspondence, maintaining organized records, and delivering exceptional customer service while interacting with employees, vendors, and the public. The successful candidate will demonstrate professionalism, strong organizational and public relations skills, sound judgment, and the ability to maintain strict confidentiality. This position requires the ability to work independently, prioritize multiple responsibilities, and collaborate effectively as a member of the Facilities team.

Requirements

High School Diploma or GED required
2+ years of clerical or administrative experience.
High attention to detail, strong multi-tasking and organizational abilities, excellent public relations skills, and the capacity to handle confidential personnel and financial records with extreme discretion.
Regular attendance is required for this position.

Nice To Haves

Bachelors' Degree (preferred)
Coursework involving accounting, bookkeeping, and computer training is highly preferred.
Demonstrated experience with advanced bookkeeping, spreadsheet tracking, or financial data entry.
Strong proficiency in Microsoft Office (specifically Excel for financial tracking) and Google Workspace.
Experience with database software and accounting/ERP systems (e.g., Infinite Visions) is a plus.
Bilingual English/Spanish

Responsibilities

Prepares, enters, and reviews all documentation for proper account coding, authorized signatures, and compliance with policies.
Tracks and reports on departmental budgets. Helps monitor expenditures against accounts and assists with monthly and annual budget reviews.
Manages departmental P-Card reconciliations by reviewing transactions for accuracy, coding expenses to the appropriate accounts, attaching supporting documentation within the P-Card system, resolving discrepancies, and ensuring compliance with district policies, audit requirements, and monthly reconciliation deadlines.
Enters time, attendance, and payroll records into systems (e.g., School ERP Pro). Maintains accurate spreadsheets to track personnel expenses across facilities departments.
Monitors and resolves timekeeping exceptions, including missed punches, leave coding errors, overtime, and schedule discrepancies. Ensures appropriate supervisory approvals are obtained prior to payroll processing. Assists employees and supervisors with timekeeping questions and system issues. Processes and maintains documentation for timekeeping adjustments and corrections. Trains employees and supervisors on timekeeping procedures and system functionality.
Assists department managers and Purchasing Manager with development solicitations for services, materials and equipment.
Serves as an administrative point of contact for service groups, external vendors, and supports the facilities use specialist with tenant/building use agreements.
Maintains organized, secure, and confidential department files, including service contracts, personnel actions, and compliance documentation.
Serves as receptionist by screening and routing incoming calls, greeting visitors, and responding to inquiries from staff and the community. Shares door management responsibilities with IT Admin Assistant.
Composes routine correspondence, memos, and forms; edits reports, presentations, and spreadsheets as needed.
Schedules meetings, coordinates calendars, and orders office supplies to keep the facilities administration running efficiently.
Cross-train with other Facilities Staff.
Assists in processing and routing of work orders through the departmental tracking system to ensure timely completion of maintenance requests.
Assists in processing and routing of facility use requests through the departmental tracking system to ensure timely completion of maintenance requests.