Administrative Assistant 4- Design & Construction

Description

Job Title: Administrative Assistant 4 – Design and Construction

Position Function: Performs duties for the Director of Design and Construction, and as required, for Supervisors of Construction Projects and performs accounting and reporting responsibilities as requested.

Essential Performance Responsibilities

• Generate, review, and enter purchase requisitions and purchase orders for Insurance projects and security related projects in Oracle; verify account numbers, expedite emergency requests, and maintain accurate records.
• Monitor invoices and payments for Insurance Projects.
• Maintain the folder of Certificate of Insurance (COI) documents for all vendors/contractors utilized by the Dept and ensure all remain up to date.
• Monitor and update status of assigned open purchase orders.
• Collect documents needed to create supplier profile in Oracle.
• Administrative Support for Director of Design & Construction.
• Schedule Meet & Greet Meeting with vendors/contractors and Design and Construction.
• Assists with copying and distribution of documents and other materials for administrative and clerical staff.
• Back-up for Energy Management Admin to generate purchase requisitions, purchase orders, and process invoices for preventative maintenance.
• Provide courteous and timely support to staff, supervisors, and external contacts by handling routine inquiries and communications in a timely manner.
• Perform a variety of clerical tasks such as data entry, filing, and document preparation, while adapting to changing priorities.
• Support other administrative team members as needed to ensure smooth daily operations.
• Follow established procedures and policies, attend required meetings or trainings, and complete other duties as assigned.
• Perform other duties as assigned by the Director of Design and Construction.
  
  

Additional Duties: Assists with additional duties as assigned by Supervisor.

Equipment: This position may require the ability to use iPads in addition to basic office equipment such as computers, copiers, scanners, and fax machine. Must always comply with USD 259's guidelines for equipment use.

Travel: Limited travel between schools and central offices may be required.

Physical And Mental Demands

• Work in standard office and school building environments
• Additional demands upon request of Supervisor
  
  

Knowledge, Skills, And Abilities

• Proficient time management skills, good judgment, problem solving, and analytical abilities to effectively meet deadlines
• Advanced computer proficiency and the ability to effectively use Microsoft Word, Excel, Outlook, and PowerPoint, which will be determined and validated by testing
• Ability to communicate exceptionally both verbally and written to communicate effectively with others inside and outside of the organization for the purpose of giving and obtaining highly confidential information, and frequently involving influencing and advising others on matters of significance
• Ability to solve complex problems using research, analysis, and previous precedent for similar problems
• Ability to write letters, memos, and reports that command attention and achieve results
• Ability to provide the highest level of customer service
• Displays eagerness and the ability to learn new methods, procedures, and techniques
• Ability to plan and organize effectively to achieve greater results
• Gives the highest priority to achieving accuracy
• Displays a significant degree of professionalism and confidentiality
• Ability to conform to proper standards of professional dress and appearance
• Knowledge of company's mission, purpose, goals, and the role of every employee in achieving each of them
• Ability to perform a variety of tasks, change assignments on short notice, perform under deadlines, and work in a calm and efficient manner.
• Exhibit a professional manner. Ability to organize, make accurate calculations, and be an effective team member.
  
  

Qualifications

Interrelations:

• Contact with personnel within the district and with customers and vendors
• Will be working under the direct supervision of the department supervisor to complete day to day tasks
• Will work with a diverse population requiring the ability to handle all situations with tact and diplomacy
• Must understand and respond appropriately to customer needs and maintain a positive attitude with all customers and colleagues
• Expected to interact with all internal and external customers in a friendly, professional manner and provide quick, responsive customer service
  
  

Employee Punctuality And Appearance

• For schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave
• Any deviation from assigned hours must have prior approval from the employee's supervisor or building administrator
• All employees are required to report to work dressed in a manner that reflects a positive image of USD 259 and is appropriate for their position
  
  

Qualification Profile

• A High School Education or GED equivalent is required
• Ability to communicate effectively both verbally and in writing. Skilled in Microsoft Word, Microsoft Excel, 10-key and other office equipment. Strong math and accounting skills required. Ability to develop spreadsheets and charts is required. Knowledge of BOE financial system and purchasing procedures is important.
• A minimum of six months experience is required for this position
• Must pass Prove It Testing for customer service, Word, and Excel
  
  

FLSA Status: Non-Exempt