Administrative Assistant-Facilities and Maintenance, Bilingual

Position: Administrative Assistant-Facilities and Maintenance, Bilingual Required
Must be 21 years of age or older.

Required:

Must upload a copy of High School diploma, High School transcript, or G.E.D.

POSITION TITLE:

Administrative Assistant-Facilities and Maintenance, Bilingual Required

LOCATION:

Facilities and Maintenance

DATE POSTED: 06/17/2026

JOB NUMBER: CL

HOURS/DAYS: 8.0/260

BENEFITS:
Non Rep-260 Day (July-June) Benefit Sheet

Sunnyside School District

JOB DESCRIPTION

JOB TITLE:

Administrative Assistant-Facilities and Maintenance

REPORTS TO:

Director of Facilities/Maintenance

UNIT CLASSIFICATION:
District Office

PRIMARY PURPOSE:

The primary purpose of this job is to provide comprehensive administrative, operational and customer service support to the Facilities and Maintenance Department; communicating information on behalf of administrator to school and district staff, other districts' public agencies, etc.; ensuring compliance of department/program activities with financial, legal and administrative requirements; and acting as liaison between the Administrator and other parties, providing information, addressing issues and/or providing general support.

ESSENTIAL FUNCTIONS*:

Coordinates a variety of record keeping activities (e.g. schedules, coverage of operation department phones/front desk, materials for maintenance, grounds, custodial services, etc.). Provide general information or route callers to appropriate staff members. Ensures that complaints regarding services are communicated promptly. Records and delivers messages to staff.

Maintains and supports the department's computerized maintenance management system, including work order entry, tracking , reporting, data management, and user assistance.

Distribute work orders to maintenance staff.

Receives, sorts and delivers mail to appropriate department personnel.

Provides secretarial support to the Facilities Director and Facilities Coordinator as assigned. Composes routine correspondence. Formats, edits and types correspondence, forms and reports from system records. Compiles information and designs reports as requested. Duplicates and distributes materials as required.

Monitors and tracks results of safety inspections, documenting completion of recommendations identified by Health and Fire Department inspections.

Maintains facilities-related records including permits, inspections, maintenance documentation, contracts, service agreements, warranties, and regulatory compliance records.

Compiles information for procurement, bids, and prepares purchase orders as directed. Receives and verifies incoming orders. Send information to the Fiscal department for processing.

Coordinate school facility rentals, review required documentation, create billing, and monitor accounts receivable.

Coordinates department calendars, meetings, training activities, and event scheduling as assigned.

Receives calls from custodians, maintenance, and grounds staff who will be unable to report to work for their daily assignment or unable to complete their daily shift. Track work hours of regular and substitute staff. Process payroll leave records or authorizations for Director's signature.

Tracks department expenditures to monitor budget compliance.

Maintains current MSDS sheets for Maintenance Department supplies as required.

Maintains confidential files including training records. Ensures that files include all required documents.

Responds to inquiries from staff, students and public regarding Maintenance/Facilities related issues for the purpose of providing information, facilitating communication and prioritizing work.

Supports Maintenance/Facilities Administrators and department staff for the purpose of providing assistance with administrative and departmental functions and operations.

Provides excellence in customer service in all situations.

Other related duties as assigned.

OTHER FUNCTIONS:

May be required to provide support or temporary coverage in other departments or buildings to assist with the completion of work activities.

Attends meetings as may be required for the purpose of providing coordination, materials, support and/or minutes.

Assists with emergency communications, facility-related incidents, and operational coordination during emergencies or special projects as assigned.

WORKING RELATIONSHIPS:

Interacts regularly with various administrators, support staff, and other district employees. Contacts with individuals outside of the district include regular contact with vendors, and outside agencies.

WORKING CONDITIONS:

The daily work is performed in an office setting and at various sites within the district. The job incumbent is often required to: attend evening meetings or activities; sit for prolonged periods; be exposed to computer display terminal for prolonged periods; deal with sensitive, confidential information; and meet externally imposed and inflexible deadlines. The incumbent is sometimes required to: deal with distraught, angry or hostile individuals.

The usual and customary methods of performing the job's functions require the following physical demands: some…