Administrative Manager
Administrative Manager
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Job Description
POSITION TITLE: ADMINISTRATIVE MANAGER
Term of Employment: 12 months
GENERAL DESCRIPTION: The Richmond County Schools Administrative Manager reports directly to the Maintenance Director and is responsible for such clerical duties as word processing filing report preparation receptionist duties general correspondence/distribution duties meeting arrangements preparation of special projects and handling of other projects/assignments as requested by the Maintenance Director. Works with minimal supervision and handles routine matters independently.
DUTIES AND RESPONSIBILITIES:
1. Performs responsible skilled work in a large variety of clerical administrative and bookkeeping tasks involving interaction with all district departments schools staff and the general public.
2. Daily operates a variety of automated office machines and other office equipment.
3. Interacts professionally and appropriately with the public and district staff in person and on the telephone.
4. Understands and conforms to all rules of punctuation grammar diction and style.
5. Performs effectively under stress deals professionally with people acting under stress and adapts when confronted with emergency situations.
6. Answers incoming phone calls and determines the needs of the callers in order to assist and/or dispatch the appropriate staff to the sites where needed.
7. Maintains records of employees daily attendance and makes corrections in Timekeeper as needed.
8. Manages time off request and submits the requests to the Maintenance Director for approval.
9. Completes and submits all required documentation for workplace accidents/injuries to the district workers compensation coordinator.
10. Schedules interviews for new hires.
11. Trains new employees on how to use Timekeeper and the departments work order system.
12. Serves as the administrator of the department work order system. Enters and dispatches work orders to employees. Follows up on work orders with staff as needed to ensure timely completion of work orders.
13. Coordinates pest control services as needed.
14. Assists employees with open enrollment annually.
15. Serves as the liaison between employees and the payroll manager and other appropriate departments to help employees answer payroll benefits and retirement related questions.
16. Registers employees for in-service training/conferences. Completes travel authorizations and expense reports.
17. Manages the gasoline fuel management system programs gas keys monitors fuel levels and orders fuel as needed. Generates monthly reports on fuel usage.
18. Assists with the purchase of new vehicles and equipment.
19. Assists with logistics of moving and disposal of surplus items.
20. Schedules service and repair for elevators fire alarms boilers chillers generators stage curtains bleachers basketball goals roofs and playgrounds at all locations.
21. Coordinates playground mulch purchase and delivery as needed.
22. Ensures all maintenance vehicles receive annual NC DOT inspections and maintains records of inspections.
23. Receives health department and fire department inspection reports and generates work orders as needed.
24. Receives and maintains asbestos notice letters to parents.
25. Monitors and orders heating fuel as needed.
26. Maintains records of all department fixed assets and conducts yearly inventory.
27. Compiles bid information on projects and enters required information in the HUBSCO system quarterly.
28. Orders parts and supplies as needed.
29. Monitors custodial supply inventory and orders inventory as needed. Generates monthly custodial supply and use reports.
30. Reviews custodial supply requisition forms and assists in filling the custodial supply request.
31. Coordinates and assists with custodial product and equipment training.
32. Codes procurement card transactions to appropriate budget codes. Reviews and submits monthly procurement card reports to finance for payment.
33. Processes all requisitions and purchase orders for supplies equipment and contracted services for the maintenance department using appropriate budget codes.
34. Issues approved purchase orders to vendors and contractors.
35. Compiles and examines all receipts and invoices for accuracy before approving and submitting to accounts payable for processing.
36. Maintains and submits all check requests to finance.
37. Examines monthly statements from vendors to ensure all invoices have been received and processed for payment.
38. Monitors department budgets (capital outlay local and other budgets associated with the Maintenance Department) and submits adjustments to finance.
39. Generates monthly budget reports.
40. Performs other duties and responsibilities as assigned by the Maintenance Director.
WORK ENVIRONMENT & PHYSICAL REQUIREMENTS:
The usual and customary methods of performing the jobs functions require the following physical demands: some lifting carrying pushing pulling and significant fine finger dexterity. Work in this classification is considered light to medium physical work requiring the exertion of up to 40 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. Generally the job requires sitting walking standing and working at heights less than six feet. This job is performed in a generally clean and healthy environment.
QUALIFICATIONS:
Must possess above-average skills in the use of Microsoft Word Excel PowerPoint and Access. Must be able to work independently and with minimal supervision. Must demonstrate good communication skills to effectively interact with Richmond County Schools staff and the general public. Must be able to handle confidential information in a professional manner. Must be a Notary Public or willing to become one.
Associate Degree in Office Administration Business Administration or related field is required Bachelors degree is preferred. Five plus years of clerical experience in an office setting with accounting and/or bookkeeping responsibilities is required. Valid NC drivers license is required. Knowledge of AUTOCAD is recommended. CPR and AED certification is recommended.
TERM OF EMPLOYMENT: Full-time 12-month
LOCATION OF EMPLOYMENT: RCS Maintenance Department located at 102 Safie Sixth Street Rockingham NC 28379.
INSTRUCTION TO APPLICANTS: Visit the Richmond County Schools website and follow employment application procedures under Job Opportunities section to complete an online application. Applicants selected for this position must be able to pass an extensive background check.
Required Experience:
Manager
Employment Type
Full-Time
