Administrative Assistant to the Director of Facilities and Operations

West Chester Area School District•West Chester, PA

2d•Onsite

About The Position

The Secretary to the Director of Facilities and Operations provides administrative and secretarial support to the Facilities and Operations Management. This is a 12-month position, working 8 hours daily, classified as Group 3A. Salary and benefits are in accordance with the Collective Bargaining Agreement unit of the West Chester Area School District.

Requirements

High School Diploma.
Proficient use of verbal and written communication.
Proficient use of Microsoft applications such as Excel, Outlook, SharePoint and Word; and other like spreadsheet and word-processing software.
Proficient use of technology for research and data collection.
Strong organizational and office management skills.
Possess effective interpersonal skills with the ability to interface diplomatically with teachers, administrators, supervisors, parents, students, support-staff, and outside professional contacts.
Qualified candidate will be required to use hands to finger, handle or feel objects, tools or controls, and to talk and hear.
Qualified candidate will be required to sit 80% of the day and occasionally be required to stand, walk, stoop, kneel and crouch.
Have specific vision abilities to include close vision, color vision and the ability to adjust focus.
Have the ability to lift and/or move up to 25 pounds.
Possess effective communication, judgmental, planning and human relations skills.
Will be required to work under periods of stress due to the level of the position responsibility.

Responsibilities

Record and maintain General Fund account files to track all Facilities and Operations Purchase Orders and expenditures.
Maintain, track, and prepare operating and utility invoices for signature verification and payment.
Process and track all procurement card purchases.
Run departmental financial reports.
Type Property and Finance Committee items, and other correspondence as needed.
Assist visitors to the Facilities and Operations Building when the secretary is unavailable.
Assist with Facilities Use Requests in the absence of the Facilities Use Secretary.
Contact suppliers in case of emergencies, such as power outages, gas leaks, etc.
Process and track demand response actions and payments for utilities curtailment.
Assist with ordering and scheduled pick-ups of dumpsters, recycling, and roll-off containers.
Order heating oil for District buildings as needed and process the invoices associated with the same.
Order office supplies for Facilities and Operations.
Schedule maintenance of copiers and printers for Facilities and Operations.
Assist Operations Management Team with vendor communications.
Process, file, and distribute boiler/vessel and elevator certificates.
Process Chester County Health Department applications.
File and distribute Chester County Health Department Certificates.
Mail packages and parcels through DHL, FedEx, UPS, USPS etc.
Perform all other duties as assigned by the Director of Facilities and Operations.