Bookkeeper​/Administrative Asst Facilities

New Albany-Floyd County Consolidated School District FACILITIES
- New Albany, Indiana Open in Google Maps

New Albany-Floyd County Consolidated School District FACILITIES
- New Albany, Indiana Open in Google Maps

This job is also posted in New Albany-Floyd County Consolidated School District

Job : 5905877
Final date to receive applications: Posted until filled
Posted: Aug 27, 2026 4:00 AM (UTC)

Starting Date: Immediately

JOB TITLE: Bookkeeper/Administrative Assistant - Facilities

CLASSIFICATION: Operations Support Staff Level VII

PAY RANGE 17: $21.53 TO $22.63 (based on education and experience)

LENGTH: 260 Days/8 hours per day

REPORTS TO: Director of Facilities

Fully benefitted to include: medical, dental, vision, life insurances; sick, personal, holidays & vacation days as well as state retirement (PERF).

SUMMARY: Create, process and maintain all bookkeeping and performs administrative dutiesfor the Facilities Department.

QUALIFICATIONS:

• Experience of three (3) or more years in accounting/bookkeeping required.
• Must have a minimum of a high school diploma or GED.
• Associates or Bachelors degree in accounting is desired.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Knowledge Microsoft Suite and G-Suite.

RESPONSIBILITIES:

• Reviews purchase requests, quotes, contracts, and purchase agreements for accuracy; selects expenditure accounts and object codes to ensure compliance with the Indiana State Board of Accounts.
• Process and maintain records of invoices, track orders, request quotes and compare costs. Reconcile monthly vendor statements, and request credits if needed. Ensure accuracy by matching payment records with the Business Office.
• Tracks budget on capital projects and general funding accounts, provides budget reports to the Facilities Director and project managers, and analyzes department expenses.
• Requests fund transfers and change orders from the Business Office.
• Submits requisitions and issues purchase orders for the following:
• Facilities (maintenance and custodial equipment & supplies, service contracts, regular maintenance and repairs, construction & remodeling projects, office supplies, travel expenses, permits, etc.)
• Technology (intercom & sound system projects and repairs)
• Food Service (preventative maintenance service contracts, walk-in freezer & cooler repairs)
• Prosser (Construction and remodeling projects, maintenance and custodial service contracts)
• Schools (furniture and equipment)
• Attends project, finance, and Facilities staff meetings.
• Manages difficult or emotional customer situations;
  Responds promptly to customer needs.
• Provide secretarial support to department staff as assigned. Provide backup for receptionist, answer phones, open and rout mail, assist callers and guests.
• Listens and gets clarification;
  Responds well to questions;
  Writes clearly and informatively;
  Able to read and interpret written information.
• Maintains filing system for all purchases, including quotes, purchase orders, invoices, service contracts, and capital improvements.
• Advises Facilities staff on state purchasing requirements and corporation policy.
• Maintains approved purchaser lists for local vendors. Answers calls from Facilities PO line and issues PO numbers to facilities staff or local vendors for in-store purchases.
• Records maintenance staff and building supervisor material & tool purchases. Informs Facilities Director of duplicate or unnecessary purchases.
• Maintains spreadsheets for…