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Summary
The Professional Assistant III for Facilities Services is responsible for providing administrative support to the Executive Director of Facilities Services. The incumbent will be working internally with various departments, local school staff, Board Administrative support staff and externally with municipalities, attorneys, consultants, and community.
Essential Duties
- Assists in preparing budgets related to department management
- Assists in preparing documentation for School Board agenda items
- Provides support to maintaining documentation for the Building and Grounds Alteration
- Requests and prepares correspondence associated with this program
- Creates, maintains, and manipulates data (e.g., spreadsheets, databases, graphics, etc.) to generate reports and to locate information in documents, correspondence, etc.
- Maintains the departmental calendar to include official business, meetings, conferences, and other department events
- Coordinates arrangements for meetings, conferences, and travel through interaction with customers, suppliers, and employees on behalf of the supervisor
- Receives and refers telephone calls in a courteous and tactful manner
- Maintains highly confidential data utilized by the supervisor/department
- Prepares, types and processes correspondence and other documents to ensure accuracy, completeness, and timeliness
- Receives, sorts, and distributes department mail in an accurate and timely manner
- Provides overall management of the department by ordering office supplies as needed, reconciles credit transactions via the Enterprise Spend Platform, reviews and submits invoices for payment
- Maintains electronic and hard copy filing systems
- Performs other duties as assigned by the appropriate administrator
Required Education
High School Diploma or GED equivalent
Certification/Licensure
None required
Experience Qualifications
Minimum of 5 years clerical/administrative experience required; a minimum of 5 years of commercial real estate and development is preferred; Experience with SAP or other major Enterprise system is preferred
Knowledge/Skills/Abilities
- Proficient in Microsoft Office and project management tools
- Must work well with others and interact positively with both internal and external customers
- Must have the ability to work with minimal supervision, meet deadlines, prioritize assignments and communicate and provide updates relative to the progress of the work
- Must be able to clearly express ideas, communicate well both verbally and written, ask questions, and listen to others
- Must be able to perform responsibilities with a sense of urgency to meet the needs of others, respond to solve problems, and willing to accept a variety of tasks to perform
- Must be able to define problems, establish facts and draw conclusions
- Must be a professional team player with a high level of positive energy and a can do approach in all activities
Working Conditions
- Normal office environment
Physical Demands
- Routine physical activities of sitting, standing, and walking
- May have to lift up to 10 lbs
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