Administrative Assistant to Director of Facilities and Operations Job West Chester area,Pennsylvania USA,Administrative/Clerical

Position: Administrative Assistant to the Director of Facilities and Operations

Secretary To The Director Of Facilities And Operations

The Secretary to the Director of Facilities and Operations provides administrative and secretarial support to the Facilities and Operations Management.

Reports directly to the Director of Facilities and Operations.

Works cooperatively with other administrators, supervisors, staff, parents and others to perform job responsibilities as outlined.

12 months (260-262 days) 8 hours daily, Group 3A.

Salary & Benefits in accordance with the Collective Bargaining Agreement unit of the West Chester Area School District.

Qualifications &

Physical Requirements:

To successfully perform this position, a person must be able to perform each essential duty satisfactorily. The qualifications and requirements listed below represent minimum levels of educational achievement, training, skill and/or ability necessary.

High School Diploma.
Proficient use of verbal and written communication.
Proficient use of Microsoft applications such as Excel, Outlook, SharePoint and Word; and other like spreadsheet and word-processing software.
Proficient use of technology for research and data collection.
Strong organizational and office management skills.
Possess effective interpersonal skills with the ability to interface diplomatically with teachers, administrators, supervisors, parents, students, support-staff, and outside professional contacts.

Qualified candidate will be required to use hands to finger, handle or feel objects, tools or controls, and to talk and hear, sit 80% of the day and occasionally be required to stand, walk, stoop, kneel and crouch. Have specific vision abilities to include close vision, color vision and the ability to adjust focus. Have the ability to lift and/or move up to 25 pounds and possess effective communication, judgmental, planning and human relations skills, and will be required to work under periods of stress due to the level of the position responsibility.

Essential Duties And Responsibilities:

Record and maintain General Fund account files to track all Facilities and Operations Purchase Orders and expenditures.

Maintain, track, and prepare operating and utility invoices for signature verification and payment.

Process and track all procurement card purchases.

Run departmental financial reports.

Type Property and Finance Committee items, and other correspondence as needed.

Assist visitors to the Facilities and Operations Building when the secretary is unavailable.

Assist with Facilities Use Requests in the absence of the Facilities Use Secretary.

Contact suppliers in case of emergencies, such as power outages, gas leaks, etc.

Process and track demand response actions and payments for utilities curtailment.

Assist with ordering and scheduled pick-ups of dumpsters, recycling, and roll-off containers.

Order heating oil for District buildings as needed and process the invoices associated with the same.

Order office supplies for Facilities and Operations.

Schedule maintenance of copiers and printers for Facilities and Operations.

Assist Operations Management Team with vendor communications.

Process, file, and distribute boiler/vessel and elevator certificates.

Process Chester County Health Department applications.

File and distribute Chester County Health Department Certificates.

Mail packages and parcels through DHL, Fed Ex, UPS, USPS etc.

Perform all other duties as assigned by the Director of Facilities and Operations.