Facilities Administrative Assistant II

Job Title: Facilities Administrative Assistant

Contract Length: Full Year

Job Classification: Nonexempt

Pay Grade: H

Work Hours: 8:30 a.m. 4:30 p.m. (Flexibility Required)

Compensation: $25.14 $35.20 per hour Fulltime

Department: Facilities and Transportation

Reports To: Director of Operations and Facilities Operations Manager

Distinguishing Characteristics

The Facilities Administrative Assistant II manages a wide range of responsibilities requiring strong decisionmaking initiative flexibility attention to detail and a teamfocused mindset. This position provides direct administrative support to the Director of Operations and the Facilities Operations Manager playing a key role in clerical support scheduling financial operations and internal communications. The ideal candidate maintains confidentiality and communicates effectively across departments and with the public. The ability to respond calmly and appropriately in emergency situations is essential.

Position Summary

This position is a fullyear clerical role within the APEA Unit B Grade H. It aims to ensure the smooth functioning of the Facilities and Transportation Department through highlevel clerical organizational and financial support. From processing work orders to managing facility rentals and departmental purchases the Facilities Administrative Assistant II is central to daily operations and longterm planning across school sites.

Essential Duties and Responsibilities

General and Administrative Duties

• Schedule of appointments
• Create department communications for internal and external use
• Update departmental human resources information annual reviews accident reports

personal information drug testing registration etc.

• Retain records for all areas of the Department
• Handle insurance claims with the Town insurance company police public repair shops.
• Maintain commodities records such as oil biofuel propane etc. for all school buildings andordering these commodities when needed
• Maintain all vehicle documentation such as titles fuel usage mileage registrations annualmileage reporting etc.
• Organize and tracking shipping and receiving through UPS FedEx USPS freight companiesvendors etc.
• Maintain and manage Sherpa (departmental software system for work orders and planning)

Work Order & Maintenance Management:

• Manage and maintain the departmental computerized maintenance software system (Sherpa/Big Apps) for work orders and planning.
• Serve as system administrator for work order applications and user access.
• Navigate and make necessary updates to the Energy Management System to ensure technician safety.

Transportation and Maintenance

• Assist with Transportation and Maintenance
• Support Transportation/Maintenance/Custodial Coordinators
• Accurately enter manage various software platforms: PowerSchool VersaTrans AEM AESOP
• Dispatch for Facilities and Transportation
• Support safety and security functions of the department

Purchase and Finance:

• Maintain the departments internal accounting system
• Open process and close purchase orders and requisitions
• Track the status of purchase orders and submitting invoices for payment
• Maintain Departmental spreadsheets
• Reconcile Departmental spreadsheets with Munis
• Manage and maintaining annual contract information
• Solicit bids and quotes compiling contract information
• Prepare contract reports for the Facilities Director and the Business Office
• Work with the Business Office to ensure compliance with all purchasing procedures and regulations

Facilities Rentals

• Manage use of facilities within school buildings by outside groups and organizations
• Provide appropriate information and documents invoices time sheets etc.
• Process rental contracts and invoicing space users
• Schedule and maintaining the calendars of all school building rentable spaces
• Comply with Treasurers procedures and recordkeeping requirements for accounts receivable invoices deposits collections etc.
• Schedule technical and support staff through the work order system
• Track Facilities staff labor for billing and OT purposes

Other Responsibilities:

• Maintain all vehicle documentation including titles fuel usage mileage and annual reporting for the Business Office.
• Demonstrate technical aptitude in sourcing maintenance repair components for equipment buildings vehicles and custodial supplies.
• Assist in compliance with regulatory agencies concerning legal documentation including pest management indoor air quality water testing asbestos and hazardous materials.
• Perform other related duties as assigned.

Minimum Qualifications (Knowledge Skills and/or Abilities Required)

Eligible candidates must possess the following qualifications:

• High School Diploma or equivalent minimum 35 years experience preferred.
• Organization Skills: Able to follow others organization as well as modify and develop new organizational methods. Includes physical filing systems electronic recordkeeping visual organizers flow charts etc.
• Communication: Very strong communication skills are needed including
• Written/verbal (bilingual preferred)
• Customer service skills
• Confidentiality
• Attention to Details
• Entry Level Computer Skills: demonstrates computer literacy in various software including
• Intermediate proficiency in Word and Excel; basic proficiency in other MS Office suite programs
• Intermediate proficiency in Munis (or similar accounting software program)
• Basic proficiency in PowerSchool (or similar school database program)
• Basic proficiency in Sherpa (or similar work order software program)
• Basic proficiency in AESOP (or similar timekeeping system)
• Able to quickly learn and apply fundamentals of VersaTrans and AEM programs

Working Conditions & Physical Requirements

Must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to dial a telephone to enter data into a computer terminal; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal classroom levels outdoors and on the telephone; speak in audible tones so that others may understand clearly in normal classrooms outdoors and on the telephone; lift up to 25 pounds to shoulder height; to bend to stoop to sit on the floor to climb stairs to walk and to reach overhead. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Duties are normally performed in a school and office environment.

Equal Opportunity Employer

We are proud to be an Equal Opportunity Employer and are committed to a diverse and inclusive workforce. All qualified applicants are encouraged to apply and will receive consideration without regard to race color religion gender sexual orientation national origin disability age or veteran status.

Join Our Team at AmherstPelham Regional Public Schools!

At AmherstPelham Regional Public Schools we are committed to building a strong dynamic and inclusive team. As part of this commitment we have partnered with MindWire and adopted The Predictive Index (PI) Behavioral & Cognitive Assessments to help us understand candidates natural strengths work styles and potential.

What to Expect in the Hiring Process

As part of our selection process youll be asked to complete the following:

• Predictive Index Behavioral Assessment A short (710 minutes) survey that reveals your natural strengths and work style.
• Predictive Index Cognitive Assessment A 12minute timed assessment measuring your ability to learn and adapt. This is not an IQ test and there are no good or bad scores.

Our Commitment to You

These assessments are just one part of our hiring and development processthey are never the sole deciding factor. If hired you may request access to your results and receive guidance on how they relate to your career growth. If not selected your results remain confidential and will not be shared or stored for future use without your consent.

At AmherstPelham Regional Public Schools we believe in hiring the best people and supporting their success. Weve found these tools to be powerful in building strong teams and were excited to include you in that process.