Facility Use Office Manager

POSITION OBJECTIVE:

The position of Facility Use Office Manager is done for the purpose of serving as the office manager and administrative assistant to the Facility Use Office Facilities Department. It coordinates a variety of activities; serving as liaison with internal and external customers; composing and creating correspondence and reports; maintaining and monitoring financial; providing specialized program support; answering phones for problem resolution; and performing skilled automated interfaces in a networked environment.

COMMITMENT TO EQUITY:

The Bellevue School District is committed to a diverse workforce representative of our students one that embraces and models cultural competency as an international community.

DUTIES & RESPONSIBILITIES: (These duties are a representative sample; position assignments may vary.)

Serves as office manager/administrative assistant to the Facility Use Office in the day-to-day operations of the department.
Creates updates and maintains manual and automated records.
Answers telephones and assist visitors; provides a variety of customer service public relations collaboration with the public district staff and other agencies; answers inquiries and provides a variety of community use program information.
Maintains community use invoices and rental records. Initiates and maintains community use records in an automated and networked environment. Orders supplies and prepares purchase orders for the Facility Use Office. Processes invoices for payment.
Schedules field and building rentals at the District Elementary Schools provides field estimates confirm rentals and generates invoices.
Generates reports from a variety of automated databases and software programs. Performs numerous word processing functions.
Composes and creates correspondence and reports; compiles and format information; creates and maintains spreadsheets and databases; prepares processes and distributes a variety of materials.
Maintains files and records as required.
Maintains state and district required records.
Maintains strict internal control records. Follows strict internal control procedures.
Performs other administrative and program management functions as needed. The preceding lists of essential functions and tasks/duties are not exhaustive and may be supplemented as necessary. The position performs related duties consistent with its general scope and intent.
Provides back-up and peak-load assistance to office staff.
Provides support to the Facility Use Manager in advertising hiring and coordinating and scheduling approximately 20 plus temporary field/site supervisors; provide training support to temporary hourly District staff and school office managers.
Review/request insurance from customers and track/request renewals. Create work orders as needed.
Attend weekly Facility Management meeting.
Maintains updates and creates procedural documentation and resources for position Performs other job-related duties as assigned.

REPORTING RELATIONSHIPS:

Reports directly to and is supervised by the Facility Use Manager.

EDUCATION & EXPERIENCE (positions in this class typically require):

Required:
High School graduation or equivalent with training in computer/personnel/administrative skills.
3 years of administrative office experience.
Minimum of two years working with community organizations

KNOWLEDGE (position requirements at entry):

Knowledge of current operating systems for District facilities
Demonstrates knowledge of computer programs and software applications required for the position
Possesses administrative support skills including keyboarding planning and organizing and prioritization skills
Possesses knowledge of business practices related to facility use
Ability to multi-task
Policies procedures and regulations related to assigned program.
Vocabulary and terms employed in area of assignment.
Correct grammar spelling and English usage.

SKILLS (position requirements at entry):

Design create and analyze reports spreadsheets and databases.
Defuse irate and hostile individuals.
Organize work to meet deadlines.
Research files and records.
Interpret program guidelines.
Perform multiple tasks and projects concurrently.
Demonstrates multicultural sensitivity with the ability to effectively and collaboratively work with diverse populations
Ability to perform all duties in accordance with all applicable Board policies and district and legal requirements
Ability to meet and maintain punctuality and attendance expectations

PHYSICAL REQUIREMENTS:

Positions in this class typically require: stooping kneeling crouching reaching standing walking pushing pulling lifting finger dexterity grasping talking hearing seeing and repetitive motions.

Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time.

Incumbents may be subjected to moving mechanical parts odors chemicals extreme temperatures inadequate lighting workspace restrictions and intense noises.

CONDITIONS OF EMPLOYMENT:

AISP pay range D $33.07/hour to $35.02/hour (starting at $33.07 per hour) 40hours per week for a 260 day annual position is covered by a collective bargaining dental vision long-term disability and life-insurance eligibility is based upon 630 hours worked within a school year. Retirement provided through Washington State Department of Retirement Systems.

NOTE:

The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

Verification of identity and United States work authorization must be completed. The successful candidate for this position must be fingerprinted. Employment is contingent upon clearance by Washington State Patrol and Federal Bureau of Investigation.

Bellevue School District does not discriminate in any programs or activities on the basis of sex race creed religion color national origin age veteran or military status sexual orientation gender expression or identity disability or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts of America and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination:

Civil Rights Racial Discrimination and Gender Expression or Identity Discrimination:
Civil Rights/Nondiscrimination Compliance Coordinator Nancy Pham or

Sex-based Discrimination including Sexual Harassment:
Title IX Coordinator: Jeff Lowell or

Disability Discrimination:
Karen Dejong or

Mailing address for all three: 12111 NE 1st Street Bellevue WA 98005.

Required Experience:

IC