Secretary IV, Administrative Assistant (Facilities Coordinator), Permanent Support Staff (Anticipated

Secretary IV, Administrative Assistant (Facilities Coordinator)

Location:

Twining Ford Road

Available:
August, 2026

Hours/

Schedule:

6 hours per day /5 days per week/ 261 days per year (benefit eligible)

The Council Rock School District is currently seeking a highly motivated individual to coordinate and schedule district facilities for community activities in accordance with district policies and procedures. The Facilities Coordinator reports to the Property Services Manager and will serve as a primary point of contact for district facilities usage. The Facilities Coordinator also supports the Facilities Department and Property Services Manager as needed.

Duties will include, but not be limited to the following:

• Coordinate and schedule district facilities for community activities in a safe and efficient manner ensuring that events are in accordance with district policies and guidelines.
• Responds to inquiries via telephone, email, and other electronic communication from employees and the public, answering questions and supplying information regarding facility use.
• Review facility use applications with prospective users regarding responsibilities, process applications through facility use automated program, provide invoices, collection of usage, custodial and other fees, insurance requirements, and other required documentation for the purpose of complying with rules, regulations, practices, and procedures and making recommendations as needed.
• Coordinate maintenance, custodial, and technology staff coverage including opening and closing of facilities during non-operational times to facilitate safe and efficient events at rented district facilities.
• Coordinate facilities use with principals, building secretaries, and athletic directors to eliminate conflicts with student sports and activities.
• Hire, manage, and coordinate with auditorium technology managers.
• Maintain yearly, monthly, weekly athletic/activity calendars for use by schools, maintenance, custodians, and athletic directors.
• Participate in annual review of facility rental fees for the purpose of making recommendations and adjustments to the fee schedule.
• Review and maintain facilities use software and various documents, files, and records to provide up-to-date reference materials and information.
• Reconcile accounts, process payments, pursue past due bills, and reconcile custodial time sheets to ensure compliance with established guidelines.
• Resolve issues and discrepancies related to facility use fees.
• Manage billing and scheduling as per license agreements and fees with licensee user groups.
• Maintain state and federal report records for integrated pest control, AHERA, and other environmental tasks as required.
• Assist with scheduling contractors to perform routine maintenance within schools.
• Assist other department administrative staff. Fill in for administrative staff during breaks, absences, or as needed.
• May be required to respond to emergency calls on non-duty hours.
• Perform other related duties as assigned for the facilities department.

Experience:

• Job-related experience with increasing levels of responsibility is required. Minimum three years' experience working in customer service with demonstrated ability to work and communicate professionally, verbally and in written form, and three years' experience using software systems.
• Previous facilities department experience a plus.

Qualified candidates: strong customer service skills, general knowledge and experience using software systems, experience working in a high volume, fast-paced office, as well as creative problem-solving skills, the ability to make independent decisions and accurately interpret policies and guidelines, organizational skills, and strong communication and interpersonal skills. Knowledge of database systems, MS Office (Excel/Word), and strong technology skills required.

Required paperwork:
To begin employment in any PA public school, all employees are required to complete mandatory paperwork. Background employment clearances must be completed within the last year to be valid and include:

• PA State Police Clearance (Act 34)
• Child Abuse Clearance (Act 151)
• FBI Fingerprints (Act 114) Indento Go

Some additional paperwork includes arrest/conviction report form, PA sexual misconduct/abuse disclosure (Act 168), physician's health form, and recently completed TB test.