Administrative Assistant-Facilities and Maintenance, Bilingual

Administrative Assistant‑Facilities and Maintenance (Bilingual Required)

Starting Date: Jul 1, 2026

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 the administrator to schools, district staff, and external agencies; ensuring compliance with financial, legal, and administrative requirements; and acting as a liaison between the administrator and other parties, providing information, addressing issues, and offering general support.

• Coordinate record‑keeping activities (e.g., schedules, phone coverage, maintenance, grounds, custodial services). Provide general information or route callers to appropriate staff and timely communicate service complaints. Record and deliver messages to staff.
• Maintain the department’s computerized maintenance management system, including work‑order entry, tracking, reporting, data management, and user assistance.
• Distribute work orders to maintenance staff.
• Receive, sort, and deliver mail to appropriate personnel.
• Provide secretarial support to the Facilities Director and Facilities Coordinator. Compose routine correspondence and format, edit, and type correspondence, forms, and reports from system records. Compile information and design reports as requested. Duplicate and distribute materials as required.
• Monitor and track results of safety inspections, documenting completion of recommendations identified by Health and Fire Department inspections.
• Maintain facilities‑related records including permits, inspections, maintenance documentation, contracts, service agreements, warranties, and regulatory compliance records.
• Compile information for procurement, bids, and prepare purchase orders as directed. Receive and verify incoming orders, and send information to the Fiscal department for processing.
• Coordinate school facility rentals, review documentation, create billing, and monitor accounts receivable.
• Coordinate department calendars, meetings, training activities, and event scheduling.
• Receive calls from custodians, maintenance, and grounds staff who are unable to report to work for their daily assignment or cannot complete their shift. Track work hours of regular and substitute staff. Process payroll leave records or authorizations for the Director’s signature.
• Track department expenditures to monitor budget compliance.
• Maintain current MSDS sheets for Maintenance Department supplies.
• Maintain confidential filed training records, ensuring all required documents are included.
• Respond to inquiries from staff, students, and the public regarding maintenance/Facilities issues, providing information, facilitating communication, and prioritizing work.
• Support Maintenance/Facilities Administrators and department staff with administrative and departmental functions and operations.
• Provide excellence in customer service in all situations.
• Perform other related duties as assigned.

• Provide temporary coverage in other departments or buildings to assist with the completion of work activities.
• Attend meetings as required for coordination, materials, support, and/or minutes.
• Assist with emergency communications, facility-related incidents, and operational coordination during emergencies or special projects.

Interact regularly with administrators, support staff, district employees, vendors, and outside agencies.

The daily work is performed in an office setting and at various district sites. The incumbent may be required to attend evening meetings or activities, sit for prolonged periods, work on the computer for extended times, deal with sensitive confidential information, and meet external deadlines. The role may require dealing with distraught, angry, or hostile individuals. Physical demands include lifting, carrying, pushing, pulling, stooping, kneeling, crouching, crawling, and fine finger dexterity.

Education and Experience

High school diploma or GED is required.

Required Knowledge,

Skills and Abilities

• Knowledge of district policies and procedures.
• Ability to produce accurate written documents.
• Attention to detail and accuracy.
• Ability to remain consistent, calm, and fair under pressure.
• Good judgment.
• Ability to handle sensitive information and maintain confidentiality.
• Computer proficiency: word processing, spreadsheets, presentation documents.
• Operation of office equipment including copiers, printers, scanners, fax machines, and telephone equipment.
• Ability to evaluate multiple demands and assign priority to maximize productivity and accuracy.
• Excellent human relations skills, including dealing with distraught and angry individuals.
• Highly developed customer service skills and sensitivity to the needs of staff, peers, parents, and patrons.
• Knowledge of public relations and publication procedures.

Licenses and Special Requirements

• Social Security Card.
• WSP/FBI…