Administrative Assistant of Plant Operations

JOB DESCRIPTION

1. CLASS TITLE

Administrative Assistant of Plant Operations

1. CLASS TYPE

12 Month 260 days 7.5 hours per day

III. Job Summary: Provides high-level confidential administrative support to the Chief of Facilities and Capital Projects facilities management and supervisory staff. Coordinates daily operational technical financial and labor-management functions across district educational and administrative facilities. Direct supervision by the Chief of Facilities and Capital Projects with annual evaluation. Overall job functioning guided by the Chief of Facilities and Capital Projects.

1. MAJOR AREAS OF RESPONSIBILITIES & ESSENTIAL DUTIES

Operations & Work Order Management

• Serves as central communications liaison between district leaders principals maintenance/custodial staff skilled trades transportation contractors architects engineers consultants vendors and municipal agencies.
• Receives prioritizes assigns and tracks work requests using the districts Computerized Maintenance Management System (CMMS).
• Dispatches maintenance personnel and skilled trades based on emergency needs operational priority workload and contract terms.
• Schedules daily work assignments for custodial staff maintenance mechanics HVAC technicians electricians plumbers carpenters grounds personnel and external contractors.
• Coordinates facility access security protocols schedules and punch lists for external contractors.
• Assists in building inspections and coordinates deliveries of equipment tools furniture and maintenance supplies.

Payroll & Labor Relations Administration

• Maintains staffing rosters and tracks attendance overtime comp time vacation personal/sick leave and holiday schedules.
• Processes union payroll in compliance with labor agreements resolving

discrepancies in shift differentials overtime call-back pay premium pay and contractual stipends.

• Monitors overtime equalization lists to ensure equitable distribution according to union rules.
• Administers collective bargaining provisions: tracks seniority listsshift bids transfers vacancy postings probationary periods and licensing/certification renewals.
• Assists management in preparing documentation for employee evaluations investigations disciplinary actions and labor grievances.
• Maintains confidential personnel files emergency contact rosters and labor relations records.

Procurement Finance & Budgeting

• Initiates and processes purchase requisitions purchase orders invoice approvals and payment coding in district accounting software.
• Verifies contractor insurance certificates licenses prevailing wage documents and contractual compliance prior to project start.
• Assists with public procurement: bid openings RFPs RFQs vendor contact lists and contract administration.
• Monitors departmental operating budgets capital project expenditures encumbrances and account balances.
• Tracks inventory for maintenance materials custodial supplies equipment tools and spare parts.

Departmental Administration & Community Support

• Manages department calendars schedules meetings and records/distributes agendas minutes and action items.

Processes internal and external Building Permits for events athletics elections public meetings and community programs.

Onboards new staff: coordinates orientation ID badges uniforms physical keys and district access credentials.

Assists in preparing operational reports KPI dashboards maintenance statistics and payroll/budget summaries.

Safety Compliance & Emergency Response

• Schedules preventive maintenance and regulatory inspections for HVAC boilers elevators fire alarms sprinklers generators backflow preventers and life safety systems.
• Maintains compliance documentation for federal state and local standards including environmental testing asbestos inspections lead compliance indoor air quality and safety data sheets.
• Coordinates mandatory safety training programs (OSHA asbestos awareness confined space bloodborne pathogens).
• Supports emergency response activities during weather events utility failures fire alarms security incidents and after-hours emergency calls.

1. Qualifications & Requirements

Education & Experience:

• Preferred: Associates or Bachelors degree in Business Administration Public Administration Facilities Management or a related field (or equivalent experience).
• 3 to 5 years of progressively responsible administrative experience preferably in school facilities municipal government public works or construction administration.

Technical Knowledge & Tools:

• Proficiency in MS Office Suite (Word Excel PowerPoint) and Google Workspace.
• Hands-on experience with CMMS platforms payroll systems and financial/accounting software.
• Equipment used: personal computers printers copiers calculators multi-line telephone systems radio communication equipment and intercom systems.

Core Competencies:

• Knowledge of facilities management maintenance operations custodial services and public procurement rules.
• Ability to interpret complex union contracts and maintain absolute confidentiality on sensitive personnel matters.
• Strong written/verbal communication skills; English proficiency required Spanish

preferred.

1. POSITION IN ORGANIZATION

Reports to the Chief of Facilities and Capital Projects.

VII. EVALUATION

Performance of this job will be evaluated annually in accordance with provisions of the School Committees Policy on Evaluation of Administrative Personnel.

VIII. WORK SALARY

Established in the active collective bargaining Agreement between the Cranston

School Committee and the Secretarial Employees Bargaining Unit.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to stand walk and sit. The employee is occasionally required to stoop kneel crouch or lift. Specific vision and hearing abilities are required to perform this job.

WORK ENVIRONMENT: 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.

The noise level in the work environment is usually moderate to loud. The employee continuously interacts with the public and staff. The employee frequently will be required to meet multiple demands from several pe

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Revised 08/26/26

Required Experience:

Junior IC