Administrative Assistant to the Director of Capital Projects and Planning 1.0 FTE

TCCAPSA Classification VII*

This position is an immediate start date.

Full-Year (250 work days 10 paid holidays)

This position is full-time (1.0 FTE) full year 8 hours/day position

Master Agreement

General Summary

The Administrative Assistant to the Director of Capital Projects and Planning works independently and reports to the Director of Capital Projects and Planning. The Administrative Assistant is responsible for providing administrative assistance and technical services as requested by the Director of Capital Projects and Planning.

Principal Duties and Responsibilities:

1. Performs work of a confidential nature and assists with workflow of the Director of Capital Projects and Planning including calendar and appointments. Exercises independent judgment in performing work involving administrative detail.
2. Provides assistance and support for the Assistant Superintendent of Finance and Operations upon request.
3. Drafts correspondence letters meeting minutes and memos utilizing composition and editing skills.
4. Maintains records for the Director of Capital Projects and Planning; prepares information spreadsheets summaries and reports.
5. Schedules and/or attends meetings and coordinates activities as requested.
6. Corresponds with contractors architects and engineers regarding projects.
7. Prepares and maintains all documents associated budgets and purchase orders.
8. Maintains and revises file system as necessary.
9. Updates the District Facility Statistics documents and other documents as required.
10. Serves as a liaison to administrative and facilities staff as necessary and assists in problem solving.
11. Takes initiative to recommend changes to improve efficiencies.
12. Submit and/or post advertisements and project Bid Documents to State and Local agencies.
13. Attends all project bid openings and records bids accordingly.
14. Create and update purchase orders manage and maintain records for invoicing and pay apps.
15. Performs other duties as assigned.

Knowledge Skills and Abilities Required:

1. College degree and/or previous relevant work experience required.
2. Advanced knowledge of computers and technology.
3. Ability to work with spreadsheets accurately.
4. Excellent organizational skills with emphasis on details and time management.
5. Excellent public relations skills.
6. Knowledge of math and accounting principles.
7. Analytical ability necessary to gather and interpret data.
8. Demonstrates proficiency in spelling grammar and information technologies.
9. Dependable reliable and protective of sensitive/confidential information.

Knowledge Skills and Abilities Preferred:

1. Microsoft Office Suite including Word Excel Publisher and Project.
2. Adobe use and manipulation of PDF files.
3. Google Docs proficiency.
4. Proficient or familiar with terms relating to building design and construction.

Physical and Mental Requirements:

1. Must be able to report on a regular and consistent basis.
2. Maintain consistent and punctual attendance.
3. The ability to listen and effectively orally communicate information and ideas to a diverse population.
4. Ability to effectively discern information and formulate appropriate action(s).
5. Ability to critically think and provide appropriate solutions.
6. Ability to work effectively and efficiently.

Environmental Conditions:

Incumbents work in indoor environments with moderate to loud noise levels. Duties may be completed in cold and hot temperatures including work on slippery and/or uneven surfaces. Work environment includes working around students school equipment and office equipment.

Work Schedules:

Year round full-time.

Background Checks:

The individual selected for this position will be required to pass a criminal history background check.

Required Experience:

IC