Administrative Assistant to the Director of Operations

WEBSTER GROVES SCHOOL DISTRICT•Webster Groves, MO

4d•Onsite

About The Position

The Administrative Assistant to the Director of Operations will oversee the Service Center front desk, provide daily office assistance to the Director of Operations and the Operations department, and manage department inventory. This role requires strong financial acumen, including budget monitoring, cost forecasting, purchase order processing, and account reconciliation, all while adhering to specific district and state financial guidelines. The position also involves managing facility usage calendars, creating invoices, maintaining records, and handling confidential information. Proficiency in various software and strong organizational and communication skills are essential.

Requirements

Experience as an administrative assistant
Experience using accounting software - SISFIN preferred
Experience using facility usage software - Master Library/Follett preferred
Experience using Computerized Maintenance Management System (CMMS) software - Master Library/Follett preferred
Mathematical, analytical, and problem-solving skills
Proficient computer/technology skills including Google Suite
In-depth knowledge of typing correspondences, reports, and other documents
Strong organizational skills
Requires a high level of initiative, independent judgment, and decision-making skills on rules and actions.
Able to work and converse efficiently with all school community members and other external contacts
High school diploma or equivalent is required.
Minimum of three (3) years of administrative assistant experience is required.

Nice To Haves

Associate's or Bachelor's degree preferred.

Responsibilities

Oversee the Service Center front desk, including receiving deliveries and managing front-office inquiries.
Offer daily office assistance to the Director of Operations and the Operations department.
Monitor department budget and forecast operational costs, ensuring all financial activities, including the creation of purchase orders, strictly adhere to Missouri DESE and district financial guidelines.
Process purchase orders in strict accordance with Missouri DESE and district procurement procedures.
Reconcile accounts and maintain precise financial records to ensure ongoing audit compliance.
Produce detailed budgets and cost forecasts for review by the Director of Operations.
Oversee district facility usage calendar.
Maintain the calendar for holidays, scheduled events, etc.
Approve usage requests for internal and external groups.
Create invoices for external users, and update payments.
Manage Operations department inventory (surplus furniture, copy paper, custodial supplies).
Maintain records for inspections and equipment warranties.
Develop, edit, and publish documents.
Create spreadsheets and presentations.
Handle confidential information with complete security.
Professionally answer and handle phone calls and emails.
Perform all other duties as assigned.