Administrative Assistant to the Director of Operations

Essential Functions:

Oversee the Service Center front desk, including receiving deliveries and managing front-office inquiries.

Offer daily office assistance to the Director of Operations and the Operations department

Monitor department budget and forecast operational costs, ensuring all financial activities, including the creation of purchase orders, strictly adhere to Missouri DESE and district financial guidelines.

Process purchase orders in strict accordance with Missouri DESE and district procurement procedures.

Reconcile accounts and maintain precise financial records to ensure ongoing audit compliance.

Produce detailed budgets and cost forecasts for review by the Director of Operations.

Oversee district facility usage calendar

Maintain the calendar for holidays, scheduled events, etc.

Approve usage requests for internal and external groups.

Create invoices for external users, and update payments.

Manage Operations department inventory (surplus furniture, copy paper, custodial supplies)
Maintain records for inspections and equipment warranties

Develop, edit, and publish documents

Create spreadsheets and presentations

Handle confidential information with complete security

Professionally answer and handle phone calls and emails

Perform all other duties as assigned

Qualifications:

Experience as an administrative assistant

Experience using accounting software - SISFIN preferred

Experience using facility usage software
- Master Library/Follett preferred

Experience using Computerized Maintenance Management System (CMMS) software
- Master Library/Follett preferred

Mathematical, analytical, and problem-solving skills

Proficient computer/technology skills including Google Suite In-depth knowledge of typing correspondences, reports, and other documents

Strong organizational skills

Requires a high level of initiative, independent judgment, and decision-making skills on rules and actions.

Able to work and converse efficiently with all school community members and other external contacts

Education:

High school diploma or equivalent is required. Associate's or Bachelor's degree preferred.

Experience:

Minimum of three (3) years of administrative assistant experience is required.

Compensation:
Base pay is $21.27/hourly; also commensurate with experience and education

Benefits:
Eligible Work Calendar: 260

FLSA Status:
Non-exempt WEBSTER GROVES SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER & E-VERIFY PARTICIPANTWGSD District Code of Conduct
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