Administrative Assistant 4, Facilities Department, Permanent Support Staff (Anticipated)
On-siteNewtown, Pennsylvania, United States
Job Summary
Coordinate District facilities for community activities, serve as the primary contact for facility inquiries, and maintain annual, monthly, and weekly athletic and activity calendars. Reconcile facility-use accounts, process payments, pursue past-due balances, and maintain accurate financial records while managing custodial time sheets. Provide daily administrative support to the Supervisor of Facilities, including preparing invoices, purchase orders, and budget information, and schedule meetings, inspections, and contractor work. Maintain project accounting databases, service contracts, and state/federal reporting records for integrated pest management and AHERA. Respond to emergency calls outside normal hours as needed. Requires prior facilities department experience, proficiency in Microsoft Office and facility-use software, and completion of mandatory PA public school clearances.
Required Qualifications
- Prior facilities department/construction/architectural administrator experience
- Demonstrated ability to work independently, exercise sound judgment, interpret and apply policies and procedures, and make appropriate decisions
- Strong computer and technology skills with demonstrated proficiency in Microsoft Word and Excel
- Knowledge and experience with database and administrative software systems
- PA State Police Clearance (Act 34)
- Child Abuse Clearance (Act 151)
- FBI Fingerprints (Act 114) IndentoGo
- Arrest/Conviction Report form
- PA Sexual Misconduct/Abuse Disclosure (Act 168)
- Physician's health form
- Recently completed TB test
Desired Qualifications
- Job-related administrative, customer service, or office experience with increasing levels of responsibility, including purchasing, accounts payable, budgeting, contracts, and facility scheduling
- Experience with MUNIS, Event Manager, facility-use software, or comparable systems
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