Building and Grounds Administrative Assistant

1 week ago

Portage, United States Portage Township Schools Full time
Full-Time/Full Year

Job Summary:

The Support Services Administrative Assistant provides essential administrative support to the Buildings and Grounds Director, and Custodial Director. This role is responsible for managing requisitions, purchase orders, and inventory, ensuring efficient and accurate coordination of resources to support the smooth functioning of each department. Additionally, the Support Services Administrative Assistant will oversee the visitor management system to process daily contractors and visitors and administer the facility usage and rental program, coordinating external and internal requests to ensure proper scheduling and compliance. The ideal candidate will possess excellent organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

PRIMARY DUTIES & RESPONSIBILITES:
The following responsibilities are required of the position, plus any other duties that may be required by the employer. Specific duties and responsibilities will be assigned by the Director of Buildings and Grounds Director.
  • Requisitions and Purchase Orders
    • Create and manage requisitions and purchase orders for the Buildings and Grounds, Technology, Custodial, and Transportation departments.
    • Coordinate with vendors and suppliers to procure materials, equipment, and services while ensuring compliance with budgetary guidelines.
    • Track the status of all requisitions and orders, ensuring timely processing and delivery of requested items.
  • Inventory Management
    • Monitor and maintain minimum stock levels for all essential materials, equipment, and supplies across departments.
    • Conduct regular inventory audits and reconcile discrepancies, maintaining accurate records for stock levels.
    • Ensure prompt reordering of supplies as necessary to avoid shortages while optimizing stock levels.
  • Visitor Management System
    • Utilize the district's visitor management system to process daily contractors and visitors for the Buildings and Grounds, Technology, Custodial, and Transportation departments.
    • Verify visitor credentials, issue temporary badges, and monitor contractor and visitor compliance with district policies and safety protocols.
    • Serve as the point of contact for contractors and visitors upon arrival, ensuring they receive the necessary information for safe and compliant access.
  • Facility Usage and Rental
    • Manage the facility usage and rental for the district, processing requests for facility use from both internal departments and external community organizations.
    • Coordinate facility schedules, ensuring availability and appropriate allocation of space for district-sponsored activities, community events, and other approved uses.
    • Prepare rental agreements, collect and process fees, and communicate facility usage policies and requirements to all renters.
    • Collaborate with custodial and maintenance staff to arrange setup, cleaning, and security for rented facilities.
    • Track and report on facility rental usage, revenue, and compliance with district policies.
  • Office Management
  • Serve as the primary administrative support for the departments, organizing and maintaining departmental records, files, and databases.
  • Coordinate work order processing, ensuring accurate documentation, timely assignment, and efficient completion tracking.
  • Manage departmental calendars, scheduling meetings, training sessions, and inspections, and assist with arranging logistics for vendor meetings or facility inspections.
  • Track and report on departmental expenses, prepare budget summaries and assist in budget planning to support the Directors.
  • Assist in preparing departmental communications, memos, and reports, distributing relevant information to teams as needed.
  • Serve as the primary point of contact for incoming phone calls and radio communications, professionally handling inquiries and directing calls to appropriate departments or personnel.
  • Promptly respond to radio calls from teams, ensuring effective communication and timely relay of information for operational needs.
  • Maintain a log of calls and messages as needed, tracking responses and follow-ups to ensure issues are addressed efficiently.
  • Uphold courteous and clear communication at all times, fostering positive interactions with staff, vendors, contractors, and the public.
  • Oversee substitute custodial assignments and custodial budget tracking
  • Routinely review support staff time entries, address any discrepancies, and collaborate with supervisors to verify attendance and time-off requests, ensuring all hours worked are accurately recorded and comply with district policies.
  • State Compliance and Reporting
    • Responsible for completing and maintaining all required state reports for essential facilities and safety inspections, including but not limited to boilers, fire marshal inspections, elevators, bleachers, playgrounds, fire hydrants, and backflow preventers.
    • Ensure all reports are accurately prepared, filed on time, and compliant with state regulations, coordinating inspections and assessments as necessary.
    • Maintain comprehensive records of all reports and inspections, tracking renewal dates and addressing any compliance issues promptly to support district safety and operational standards.
    • Act as the liaison with regulatory agencies, facilitating inspections and responding to inquiries to ensure ongoing compliance and readiness for all state-required audits and reviews.
  • Administrative Support
  • Provide clerical and administrative support, including preparing correspondence, handling inquiries, scheduling appointments, and organizing departmental files.
  • Coordinate and prepare meeting agendas, compile reports, and take meeting minutes as needed.
  • Serve as a point of contact for internal staff and external vendors, maintaining strong communication and professional relationships.
  • Data Entry and Reporting
    • Accurately enter requisition and purchase order data into the designated system(s).
    • Prepare reports on requisition status, budget tracking, and inventory levels for review by department directors.
    • Support data collection and analysis efforts to improve inventory management and purchasing efficiency.
  • Cross-Departmental Collaboration
    • Act as a liaison between Buildings and Grounds, Technology, Custodial, and Transportation teams, facilitating communication and ensuring that all departments are aligned on inventory and ordering needs.
    • Work closely with finance and procurement departments to align with district policies on purchasing and budget management.

QUALIFICATIONS & SKILLS:
  • Education and Experience
    • High school diploma or equivalent required; Associate's degree in business administration or related field preferred.
    • Minimum of two years of experience in an administrative or support role, preferably within a school or public sector setting.
  • Skills and Competencies
    • Proficiency with office software, including Microsoft Office Suite (Excel, Word, Outlook) and procurement/inventory management software.
    • Familiarity with visitor management and facility scheduling software preferred.
    • Strong organizational and multitasking abilities, with a high level of attention to detail.
    • Excellent communication and interpersonal skills to interact effectively with staff, vendors, renters, and the public.
    • Ability to work independently, prioritize tasks, and handle confidential information with discretion.

PHYSICAL DEMANDS:

The general physical demands include: standing up at times for hours, climbing, bending, stooping and lifting up to 20 lbs as part of routine job activities within the school/classroom environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DISCLAIMER

Responsibilities and tasks outlined in this document are not exhaustive and may change as determined by the needs of the District. The employee shall remain free of any alcohol or non-prescribed controlled substance in the workplace throughout his/her employment in the Corporation. The employee is expected to adhere to and agrees to adhere to all PTS Core Values, the PTS Strategic Plan, as well as PTS District policies and guidelines including but not limited to the civility policy.

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