Bond Administrative Assistant

Bond Administrative Assistant

Job Title:

Bond Administrative Assistant FLSA:
Nonexempt

Reports to:

Executive Director of Maintenance Pay Grade:
Clerical/Para 6 Dept./School:
Maintenance Department Calendar Days: 226 Bamberg Prof Dev't and Resource Center Revised: 6.23.2026

Primary

Purpose:

The Bond Administrative Assistant assists the bond management team for the Maintenance Department with projects and tasks by providing advanced clerical support for bond program projects.

Qualifications

• High school diploma from an accredited high school or GED
• Ability to work independently under general supervision of the Executive Director of Maintenance
• Excellent communication, organizational, and interpersonal skills
• Proficient skills in keyboarding, data entry, word processing, and file maintenance
• Ability to use software to develop spreadsheets and databases
• Ability to prioritize workflow to address the multiple needs of the supervisor or the department
• Ability to multi-task numerous complex administrative activities
• Ability to work under pressure and maintain emotional control under stress when dealing with difficult people or situations as well as frequent interruptions
• Ability to meet inflexible deadlines, handle multiple tasks simultaneously, and perform job duties with minimal supervision following established procedures
• Demonstrate the ability to follow-up and follow through with assignments and projects
• Proficient with Microsoft Office Word, Excel, PowerPoint, Visio, Projects
• Capacity to learn the computer software such as, but not limited to, the District's financial accounting software (Frontline ERP) and Primavera Contract Management

Experience

• Five (5) years or more of clerical experience required, Management or related managerial experience preferred

Major Responsibilities and Duties

• Provide varied and complex clerical/administrative support services to relieve the Bond Program Administrator of administrative and clerical detail
• Plan, organize, and coordinate a variety of office functions and activities: prioritize and schedule duties and assignments to assure efficiency and to meet established timelines
• Prepare financial reports related to bookkeeping, invoicing, and purchase orders
• Assist in the preparation of bid documents, legal documents, and contract documents
• Communicate with and serve as a liaison between the public and school sites, providing information and assistance as requested
• Serve as the receptionist by answer telephones, take and relay messages as appropriate, direct calls to appropriate personnel, respond to inquiries, receive, greet, and assist visitors, maintain sign-in sheet
• Communicate with other departments, District staff, and outside organizations regarding office operations, activities, policies procedures, and construction project information
• Compose and type a variety of materials including letters, reports, memoranda, legal documents, requisitions, and other materials either independently or from straight copy, rough drafts, or oral instructions; proofread and verify the accuracy and completeness of documents
• Compile and maintain a variety of records, files, and reports according to established procedures and timelines such as construction project files, input project information into construction software program system; prepare reports as directed
• Schedule meetings, workshops, conferences, and appointments as assigned; maintain calendars, and coordinate activities with other departments
• Manage personnel attendance tracking through the online management system; ensure the information that is input by employees is accurate; run a report to track employee leave to ensure payroll is processed correctly and leave balances are current
• Receive, sort, and distribute incoming, outgoing, and…