Administrative Assistant, Facilities

Administrative Assistant

Facilities Classification:
Non-Exempt Date Posted:
August 4, 2026 Salary: $25.47 per hour plus benefits/Range 27 Additional salary credit may be given for internal transfers and recent Greeley-Evans School District 6 rehires, up to $40.82. Contract Length/Days: / 260) Benefits:
We offer a comprehensive benefits package including medical, dental, vision and life insurance as well as other programs for benefit-eligible employees. The employee assistance program, voluntary life insurance through PERA, and 401(k), 403(b) & 457(b) plans are available to all employees regardless of hours worked and are available immediately (upon hire date). To learn more about our benefits, please see our Benefits Overview.

Paid Leave:
Depending on your position, the District offers a variety of leave options, including sick leave, discretionary leave, vacation and paid holidays. More information about leave options available to Classified employees can be found in the Board of Education Policy Manual.

Reports to:

Director of Facilities Deadline for application:
Until Filled

Required:

High School Diploma or GED required 2+ years of clerical or administrative experience. Preferred:
Bachelors' Degree (preferred) and/or coursework involving accounting, bookkeeping, and computer training is highly preferred. Demonstrated experience with advanced bookkeeping, spreadsheet tracking, or financial data entry. Strong proficiency in Microsoft Office (specifically Excel for financial tracking) and Google Workspace. Experience with database software and accounting/ERP systems (e.g., Infinite Visions) is a plus. Bilingual English/Spanish

Summary/Objective:
The Administrative Assistant provides comprehensive administrative, clerical, and financial support to the Facilities Department, which oversees building, mechanical, electrical, access control/security, and grounds maintenance, as well as facility use operations. This position serves as the primary point of contact for departmental inquiries, coordinates vendor communications and procurement activities, and manages day-to-day, monthly, and annual accounting, budget tracking, and financial reporting processes.

The Administrative Assistant provides direct support to department leadership, assists with the coordination of work order and facility use requests, and helps ensure the efficient operation of the department. This position is responsible for preparing accurate correspondence, maintaining organized records, and delivering exceptional customer service while interacting with employees, vendors, and the public. The successful candidate will demonstrate professionalism, strong organizational and public relations skills, sound judgment, and the ability to maintain strict confidentiality.

This position requires the ability to work independently, prioritize multiple responsibilities, and collaborate effectively as a member of the Facilities team.

Essential Functions:

• Financial Tracking & Budgetary Support
• Invoice & Accounts Payable Processing:
  Prepares, enters, and reviews all documentation for proper account coding, authorized signatures, and compliance with policies.
• Budget Monitoring:
  Tracks and reports on departmental budgets. Helps monitor expenditures against accounts and assists with monthly and annual budget reviews.
• P-Card & Expense Reconciliation:
  Manage departmental P-Card reconciliations by reviewing transactions for accuracy, coding expenses to the appropriate accounts, attaching supporting documentation within the P-Card system, resolving discrepancies, and ensuring compliance with district policies, audit requirements, and monthly reconciliation deadlines.
• Data Entry & Financial Records:
  Enters time, attendance, and payroll records into systems (e.g., School ERP Pro). Maintains accurate spreadsheets to track personnel expenses across facilities departments.
• Time and Attendance Monitor and resolve timekeeping exceptions, including missed punches, leave coding errors, overtime, and schedule discrepancies. Ensure appropriate supervisory approvals are obtained prior to payroll processing. Assist employees and…