Office Manager @ Facilities & Maintenance, 8 Hrs, Cont.

Spokane Public Schools•Maintenance, WA

1d•Onsite

About The Position

As a Spokane Public Schools staff member, you'll uphold our commitment to creating a loving and collaborative learning community where all students belong and thrive. We are looking for team members who embrace differences, have a desire to work with a diverse community of learners, have a heart for the humans they serve, work as a team, grow and reflect through feedback, are lifelong learners and positive problem solvers. This is a continuing role, school year position (260 Days / 12 Months) with 8 hours per day. The daily start/end times are 6:00 AM - 2:30 PM. The anticipated start date is ASAP.

Requirements

High school diploma or equivalent required
Three years of recent secretarial/related office work experience including payroll experience required.
Typing skills – 50 words per minute accurately.
Demonstrated excellence of current grammar, punctuation, spelling practices, word usage, proofreading, and statistics.
Demonstrated skills in written and oral communication.
Demonstrated accuracy in record keeping and maintaining budgets.
Demonstrated organizational skills.
Demonstrated ability to utilize a variety of software programs such as Windows, which includes MS Word or WordPerfect, Powerpoint, Publisher or related software, human resources & payroll software, Excel or spreadsheet software, School Dude, and PowerSchool.
Knowledge of additional office equipment specific to the position.
Demonstrated ability in prioritizing and delegating workload in a busy office environment.
Ability to work independently and initiate, in a timely manner, all appropriate projects.
Demonstrated personal characteristics of flexibility, high-stress tolerance, reliability, punctuality, and dependability.
Relates positively to youth and adults of varying socioeconomic, cultural and ethnic backgrounds.
Demonstrated ability to work positively and effectively with a diverse group of staff and the general public in a confidential manner.

Nice To Haves

Additional secretarial/business education preferred.
Two years of school district experience preferred.
Familiarity with insurance claims processing and district transportation system preferred.

Responsibilities

Provide quality administrative assistance to the Director of Facilities and Maintenance and department supervisors and foremen in response to inquiries and requests from government, administrative, or general public.
Complete reports which meet government and/or district requirements.
Initiate and/or complete all correspondence, spreadsheet files, and data entry to produce a variety of reports, spreadsheets, and correspondence in support of the maintenance department.
Attend meetings and provide minutes as necessary.
Support all special projects as requested.
Type or otherwise process confidential and highly sensitive material to ensure complete confidentiality related to bargaining, discipline and other issues.
Provide courteous, efficient customer service to all clients, district staff, maintenance, custodial, facilities services operations, contractors, etc.
Determine urgency and need of any emergency calls and route to proper department for assistance.
Ensure efficient and consistent operation of the maintenance office and support functions.
Manage and coordinate office procedures associated with payroll for approximately 300 employees including, but not limited to, exception hours forms, absence reports, accuracy of hours, leave days, calculations, and balances.
Collect individual time sheets for all maintenance staff.
Submit payroll information to Payroll Department’s Timecard Online system to ensure meeting designated time frame.
Inform director, supervisors, and foremen of any sick/vacation leave overuse.
Track and maintain files for all absence reports, prior approval requests, overtime/compensatory time earned.
Coordinate information with Payroll/Benefits departments as necessary.
Perform as office liaison to assist Director of Maintenance and Operations and professional staff in handling details of meetings, correspondence, scheduling appointments, and handling of emergency situations.
Advise staff of district policy and procedures when necessary.
Converse and interface with administrative staff/professional organizations and outside agencies.
Respond to numerous inquiries from other departments and the community.
Handle and resolve sensitive situations requiring diplomacy and confidentiality.
Operate communications equipment such as radio, page, intercom, for contact with personnel when outside office/building areas.
Maintain accurate and accessible office and personnel records of assigned and seasonal employees maintaining confidentiality, including filing of general documents, maintaining current and accurate address information, record daily attendance of employees.
Ensure confidentiality on all files is maintained.
Process and route personnel request forms to Human Resources.
Operate computer to record labor hours for employees.
Review computer reports and maintain total hours worked by staff for budget purposes.
Balance monthly hours in comparison to computer printout.
Maintain procurement cards and petty cash records for Maintenance Department staff.
Secure all transactions for validity.
Ensure original receipts accompany each transaction.
Manage on-line reconciliation system for Maintenance Department procurement cards.
Route to Directors for signature/approval.
Balance debits and credits for petty cash fund.
Assist Directors and foremen in preparation of purchase order requisitions and direct payment requests to aid Accounting and Purchasing in monitoring expenditures.
Process and track yearly maintenance contracts/open purchase orders.
Manage and coordinate wide variety of office procedures and daily activities assisting the general public, district administration and other district staff.
Assist Directors with inquiries, requests and addressing concerns and provide accurate information to the general public, district administration and other district staff, and vendors.
Manage the general operation of the Maintenance Department office.
Oversee the effectiveness and productivity of Maintenance Department clerical and secretarial staff.
Determine appropriate work schedules for secretarial, clerical staff and assign and modify workload as necessary to maintain efficiency and productivity.
Coordinate the flow of daily correspondence, documents and mail within the office and dispense information between individuals and departments to ensure timely responses.
Operate computer to produce correspondence and reports.
Monitor timely input of maintenance requests and closing of completed work orders.
Inform Director of urgent conditions and contact appropriate foremen when necessary.
Maintain familiarity with current technologies as they relate to the function of an office environment.
Other related duties as assigned.

Benefits

Medical/Dental/Vision through SEBB (School Employee Benefits Board) are provided for employees who work at least 630 hours per academic year.
Vacation, sick, personal days, and paid holidays.
Multiple medical plans offered from various providers such as Kaiser Permanente WA, Premera Blue Cross, and the Uniform Medical Plan.
Vision and Dental plan options.
Standard Life and AD&D insurance are offered at no cost to the employee.
Dependent Care Assistance Program (DCAP).
Supplemental Life and AD&D.
Long-Term Disability insurance.
Medical Flexible Spending Arrangement (FSA).
Employee Assistance Program (free, confidential counseling, consultation and referral services).
Washington State Department of Retirement Systems (DRS) public pension plan (lifetime retirement pension plan or a hybrid pension and investment plan).
DRS Deferred Compensation Program.
403(b)-retirement plan through the district’s plan manager, OMNI.