Executive Administrative Assistant - Facilities​/Office

Position: Executive Administrative Assistant - Facilities/Central Office
Position Type:
Administrative Assistant/Clerical/Administrative Assistant - 12-Month

Date Posted:
6/8/2026

Location:
Central Office

Date Available:
Immediately

Closing Date:
Until Filled
Bloomfield Public Schools is accepting applications for an Executive Administrative Assistant at Central Office - Facilities/Central Office.

Location: BOE Central Office - Facilities Department
Reports to:
Director of Facilities and/or Designee
Work Year:
Twelve-Month position
Hourly Wage:
Per BFEP Contract

Position Summary:
Provide administrative support for the department and/or school or principal. Perform a variety of responsible, confidential and complex administrative, technical and secretarial duties. Act as a liaison with other departments, staff, schools, outside agencies, and the general public. Help ensure the efficient and effective operation of the department and/or assigned school.

Essential Duties and Responsibilities:
This section is intended to describe general nature and level of work being performed by incumbent. This is not an exhaustive list of all duties and responsibilities that may be assigned. Bloomfield Public Schools reserves the right to amend and change responsibilities to meet educational and organizational goals.

General Responsibilities for all Executive AA Roles:

• Act as confidential administrative assistant in the specific department. Manage calendars and schedules, screen callers, and arrange appointments, meetings, and conferences as directed.
• If applicable, assist in the preparation of budgets, prepare expenditure estimates, and gather and organize supporting data. Monitor individual accounts within these budgets to track expenditures and to alert responsible parties to potential overspending.
• Design, establish and maintain department information, including physical and electronic files. Prepare reports as necessary and/or directed.
• Office coordination and may train other administrative staff in department if applicable.
• Respond to inquiries on the telephone and in person. Provide information and assistance to others in a courteous manner. Resolve complaints within the scope of information and authority and refer to others, as appropriate.
• Initiate correspondence on a variety of matters requiring an in-depth understanding of department policies, procedures, and district practices. Format, create, produce, and edit correspondence and other written materials.
• Operate office equipment, including copiers, facsimile machines, and computers; input and retrieve data and text; and organize and maintain files.
• Take notes at meetings as required.

Specific Responsibilities of the Individual Role:

• Process purchase orders and prepare department invoices for submission to Accounts Payable; track all payments against purchase orders.
• Monitor and process as needed, maintenance, building use, inventory and copying requests. Maintain district non-custodial inventory (copy paper, cover stock, etc.) as required.
• Manage the usage of school facilities to external/internal organizations in accordance with Board policy requirements.
• Pursue payment of overdue monies for building rentals and inventory supplied to Town departments.
• Prepare procedures manuals and supporting documentation.
• Create, prepare, distribute, file records/reports, correspondence, etc. related to facilities and construction/renovation projects.
  • Support the RFQ and RFP process as appropriate.
  • Respond to Freedom of Information Act requests from various entities.
  • File all documents related to construction/renovation projects in fire proof location.
  • Update work order system.
  • Assure evening and weekend call out coverage is assigned and communicated.
  • Participate in meetings with facilities management staff as scheduled.
  • Liaison between vendors, customers and members of department.
  • Support district-wide operations and collaborate with other departments, including IT, to ensure smooth functioning of processes and systems. Assist as needed to help departments achieve their objectives and maintain continuity of services.

Supervisory Responsibilities:
None

Qualifications/Competencies Required:The incumbent must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the skill, knowledge and/or abilities required.
* Education and/or Experience:

• Associates degree or equivalent required.
• A minimum of five (5) years previous experience in a related field.

Certifications/Licenses/Registrations Required:

• None

Other

Skills and Abilities

:

• Highly proficient in the use of all Microsoft Office programs including Word, Excel, Outlook and other technologies.
• Telephone skills using clear and concise language and demonstrating professional tact and diplomacy.
• Demonstrated proficiency in written and oral communications.
• Ability to navigate and utilize MUNIS, or a comparable ERP system, to support departmental operations.
• Ability to communicate effectively at different levels and audiences.
• Ability to apply basic addition, subtraction, multiplication and division skills as…