Administrative Assistant of Plant Operations

Administrative Assistant of Plant Operations

Cranston City School District (RI) Cranston Public Schools - Cranston, Rhode Island Open in Google Maps

Job : 5910679

Final date to receive applications: Posted until filled

Posted: Sep 01, 2026 4:00 AM (UTC)

Starting Date: Immediately

JOB DESCRIPTION

CLASS TITLE

Administrative Assistant of Plant Operations

CLASS TYPE

12 Month, 260 days, 7.5 hours per day

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.

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 district's 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 lists, shift 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, s, uniforms, physical keys, and district access credentials.

Assists in preparing operational reports, KPI dashboards, maintenance…