Central Office Department Assistant (CODA) - Facilities & Maintenance Department - Full-Time (8.0 hpd. & 12 mos./year)

Position Summary

This position provides high-level administrative and technical support to department staff including matters of a confidential nature while handling daily work pressures requiring constant concentration on a volume of work that must be completed within a limited period of time. This position is responsible for coordinating the flow of the departments main office as well as managing complex control systems under the direction of the Assistant Director of Facilities.

Essential Functions

Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

• Provides administrative support to Administrator / Supervisor;
• Performs a variety of administrative tasks including greeting stakeholders answeringtelephones routing calls or messages to appropriate staff and operating general office machinery including photocopy machines computers and fax machines. Also typing proofreading filing sorting and handling incoming and outgoing mail;
• Acts as primary contact for scheduling all District and facility rentals;
• Maintains District rental schedule;
• Maintains and facilitates communication with District schools/buildings and rentalgroups;
• Oversees and schedules District Sky Camp facility and website;
• Create agendas and take minutes at construction meetings;
• Ensures that custodial requests are made and ensures that required paperwork and custodial coverage are met when current custodians are absent;
• Processes purchase and work orders as requested;
• Assists with Special Projects as needed;
• Manages purchasing supply inventory supply/material orders and facilitates returns;
• Provides administrative support to the assigned administrator(s) or supervisor(s) including but not limited to preparation of presentations budget state and federal requirements data tracking calendar management travel arrangements and correspondence;
• Independently oversees a wide range of projects including purchase orders and project binders required knowledge of procedures and policies of the assigned area;
• Researches creates inputs formats organizes and edits relevant data as needed orrequested and prepares in a usable report format;
• Completes a high volume of computer work using District computer programs to inputhigh volumes of data with speed and accuracy including confidential data in an environment with constant interruptions;
• May schedule meetings conferences and programs as required including creatingschedules contacting all invited parties preparing agendas newsletters building informational correspondence arranging for catering and distributing materials to all parties;
• Troubleshoots office machinery (copy fax postage meter etc.) and coordinates maintenanceand supply inventory;
• Maintains working knowledge of specialized terminology District programs policiesprocedures rules and forms;
• Completes appropriate logs forms and paperwork as required;
• Serves as back-up for other office personnel as needed;
• Maintains processes and trains staff in the appropriate use of building and district forms andsystems (both paper and electronic);
• Attends in-service trainings and staff meetings as directed;
• Other related duties may be assigned.

Minimum Qualifications

Education:

• Associates degree or higher (attach diploma); OR
• Completion of two years post-secondary study consisting of 72 credit hours 48 semester units (attach transcripts); OR
• High school diploma or General Education Diploma (GED).

Experience:

• Three (3) year of increasingly responsible closely related work experience.

Certificates Licenses Registration & Other Requirements:

• Ability to obtain a valid First Aid/CPR card.
• Criminal Justice Fingerprint/Background Clearance

An Affirmative Action / Equal Opportunity Employer
Springfield Public Schools does not discriminate on the basis of race color religion ancestry national origin disability gender or sexual orientation in admission or access to the treatment of employment in its programs and activities as required by state and federal law. If you have any complaints please contact Human Resources at .

Veteranss Preference
It is our policy to provide qualifying veterans and disabled veterans with preference in employment in accordance with applicable law. Applicants wishing to claim veterans preference must provide the following military documents verifying their eligibility:

• Veterans:A copy of the applicants Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215) which shows character of service upon dischargeORa letter from the U.S. Department of Veterans Affairs indicating the applicant receives a non-service connected pension.
• Disabled Veterans:A copy of the applicants Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215) which shows character of service upon dischargeANDa copy of the applicants veterans disability preference letter from the U.S. Department of Veterans Affairs (unless the information is included on the DD Form 214 or 215).

For veterans preference to apply the required military documents must be submitted at the time of application submission.