Administrative Assistant II, Facilities and Construction Department

1 week ago


Cypress, United States Cypress-Fairbanks Independent School District (TX) Full time

QUALIFICATIONS:

* Proof of high school graduation or GED certificate.
* Knowledge of record-keeping and general office procedures.
* Proficiency required in operating a personal computer utilizing Microsoft Office applications.
* Self-motivated with the ability to independently work under pressure with frequent interruptions.
* Demonstrate excellent interpersonal skills.

TERMS OF EMPLOYMENT:

250 days

SALARY/PAYGRADE:

$36,423 - CP5

Salary Range (based on experience) as set by the Board of Trustees for the school year 2024-2025

ESSENTIAL FUNCTIONS:

Be able to provide efficient and effective administrative support to the Facilities and Construction Department through the following:

* Schedule meetings and ensure accuracy of the calendar with special detail to double bookings, meeting cancellations, and time allowance between meetings.
* Prioritize and monitor the status of administrative tasks.
* Perform secretarial and receptionist duties, including screening and greeting visitors, receiving phone calls, and recording messages.
* Process office mail received and its required distribution.
* Take meeting minutes when appropriate and distribute to attendees.
* Responsible for keeping the office supplies and conference room supplies stocked.
* Respond to routine inquiries from the staff, the public, and outside agencies and refer to appropriate personnel.
* Prepare correspondence including memoranda, letters, meeting minutes, transmittals, etc. for department staff and handle distribution of same as may be required.
* Receive, reconcile, scan and archive all documents at the time of services for projects in a manner that allows for easy viewing and retrieval.
* Perform data entry tasks.
* Assist with project close-out process.
* Assist with the processing of all Public Information Requests.
* Transmit bid bonds, payment and performance bonds, and certificates of insurance from General Contractors to the district insurance office for approval.
* Process lien notices for projects.
* Process badge requests and administer the badging process for various departments within CFISD.
* Provide general secretarial support to the Facilities and Construction Department.
* Plan and coordinate special events such as employee appreciation and holiday celebrations to include set-up and clean-up of the conference room before and after events.
* Perform other duties as assigned by the Assistant Superintendent of Facilities and Construction, Director of Project Management, Director of Construction Field Services, and Director of Contract Management.
* Regular and reliable attendance is an essential job function.

WORKING CONDITIONS:

Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions, and maintain emotional control under stress. Repetitive hand motions; prolonged use of a computer.

DEADLINE TO APPLY:

Until Filled

Applications will be reviewed.

Not all applicants will be interviewed.

Hiring Managers may choose to email you regarding this application. Please monitor your email regularly for any communication.



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