Administrative Assistant - Facilities

Administrative Assistant to Director of Facilities

Lake Forest School Districts 67 & 115 are seeking a 12 month, 8 hour/day Administrative Assistant to Director of Facilities. The Administrative Assistant to the Director of Facilities regularly and directly assists the Director of Facilities, in a confidential capacity, in the daily administration of the Facilities department for District 67 and District 115. Base Starting Rate - $25.24/Hour. Personal, vacation, and sick day leave provided.

Reimbursement - up to $1300 annually for tuition reimbursement. Insurance - 100% district paid Single HMO Health (other options also available). Retirement - IMRF (Illinois Municipal Retirement Fund) - the district pays the full district premium, employees pay the 4.5% employee contribution.

Essential Functions:

• Manage the Director's calendar, scheduling meetings, appointments, and travel
• Draft, edit, proofread, and distribute confidential reports, memoranda, presentations, contracts, and official communications
• Maintain records, files, and databases for Facilities, Safety & Security, and capital projects
• Screen and respond to inquiries from staff, vendors, and the public
• Supervises and assigns work for maintenance and custodial staff in the absences of the Facilities Supervisor or Lead Custodian
• Manage the facility scheduling program in both districts
• Central point of contact for the D67 and D115 Facilities Department, assisting with project tracking and work orders
• Approval all Facilities Department timesheets when the Director of Facilities is unavailable
• Manage fobs for secure fob access system for secure building access, activates and deactivates employee fobs for new hires and terminations
• Manage p-cards, purchase orders, invoices, expense tracking, and check requests
• Support onboarding and training of department staff
• Organize and manage the district required background and fingerprinting process for all 3rd party sub contractors
• Facilitate communication and collaboration between Facilities, Safety & Security, Transportation, and other departments
• Conduct and maintain records of annual training for the D67 and D115 custodial and maintenance staff
• Generate and track purchase orders as required
• Assist with the management of regulatory requirements and record keeping
• Assist in planning and coordinating special events, community meetings, Board presentations, and departmental initiatives
• Maintain a professional appearance and demeanor at all times
• Performs other job related duties as assigned by direct supervisor
• Adheres to Board of Education policies and procedures

Qualifications:

• High School Diploma or GED, required
• Associate's or Bachelor's in related field, preferred
• Valid driver's license
• Experience with office and school-based management systems - preferred

Competencies (Knowledge, Skills, Abilities):

• Strong verbal and written communication skills
• Strong interpersonal skills and positive problem solving attitude
• Comfortable and pleasant demeanor in busy environments
• Ability to: work under pressure work with speed, attention to detail, consistency, and organization prioritize workflow while working with many individuals work harmoniously, cooperatively, and effectively with all stakeholders meet deadlines work effectively in office and school-based management systems
• Maintain confidentiality
• Adhere to Board of Education policies and procedures

Physical Demands and Work Environment:

• While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk or hear, and taste or smell.
• The employee frequently is required to use hands to handle or feel materials.
• The employee is occasionally required to climb or balance; and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 30 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• In the work environment, the employee is regularly exposed to video display and regularly works in office environmental conditions.
• The employee occasionally works in the evenings or on weekends.
• The employee is occasionally exposed to outdoor weather conditions and occasionally works with the use of a personal vehicle.
• The employee is frequently exposed to heat, cold, humidity, fumes, odors, dust, mists, gasses, chemicals and hazards associated with moving mechanical parts and vehicles.
• The employee will have contact with the public which requires appropriate demeanor and apparel.
• The noise level in the work environment is usually moderate.
• The physical demands and work environment described are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Application Procedure:

Interested candidates must apply online. To learn more about Lake Forest School Districts 67 & 115, visit our…