Administrative Assistant II, Design & Facilities Planning Department

QUALIFICATIONS:

• High School Diploma/GED required;

• Minimum five years working experience in the field of architecture, engineering and/or construction with knowledge of record keeping and general office procedures.

• Proficiency required in operating a personal computer utilizing Microsoft Office and other applications.

• Ability to communicate effectively with co-workers, district staff, architects, consultants, contractors, etcetera.

• Self-motivated with the ability to work under pressure.

• Requires excellent organizational and communication skills and personal relations.

• Competency on CFISD proficiency test (score of 80 or above and a minimum of 50 wpm) typing skills.

TERMS OF EMPLOYMENT:

250 days

SALARY/PAYGRADE:

$36,063 - CP5

Salary Range (based on experience) as set by the Board of Trustees

ESSENTIAL FUNCTIONS:

• Works with the Design and Facilities Planning Team to achieve the overall mission and goals set forth by the Department.

• Provides efficient and effective administrative support to the Design and Facilities Planning Department. This includes but may not be not limited to, coordination with other paraprofessional staff, the Building Program Coordinators, the Building Program Manager, Senior Building Program Manager, the Director of Design and Facilities Planning and/or the Assistant Superintendent of Facilities and Construction through the following :

• Schedules all design-related meetings and ensures accuracy of the calendar with special detail to coordination with other's calendars, double bookings, conflicts, meeting cancellations and time allowance between meetings.

• Obtain, print and route all received Design-related meeting minutes from Consultants for CFISD comment. Return all meeting-minute comments to Consultants for addition into contract. Follow up with Consultants to ensure final revised versions are received and placed in project files.

• Takes meeting minutes and distributes to attendees as may be needed or directed.

• Responsible for paper and digital filing of all Design Department documentation.

• Assists in coordinating bid proposal dates (pre-proposal conferences & receipt of proposals) for construction projects and assists in assigning project numbers within the Facilities Department.

• Transmit all project drawings and specification section comments as may be required to other CFISD departments and return comments to Consultants for integration into contract.

• Transmit Quality Assurance Quality Control drawing comments and sets to consultants for incorporation into the contract.

• Assists in accessing and maintaining digital CFISD drawing facility database archives.

• Prioritizes, monitors and continuously reports back on the status of administrative tasks.

• Performs secretarial and receptionist duties, greeting visitors, receiving phone calls, and recording messages, etcetera.

• Responsible for keeping the office supplies stocked, arranging travel itineraries and plans, processing travel reimbursements, check requests, purchase orders, office supplies orders, etc.

• Respond to routine inquiries from staff, the public and outside agencies and refer to appropriate personnel.

• Types all correspondence including memoranda, letters, meeting minutes, transmittals, etcetera, for department staff and handles distribution as may be required.

• Receives, reconciles and archives all documents at the time of service.

• Prepares and audits varied reports which measure the performance of administrative functions.

• Assists with the processing of all Public Information Requests.

• Assists as needed for property file document research/gathering as may be needed for projects.

• Assists with special events such as employee appreciation and holiday celebrations to include set-up and clean-up of the conference room before and after events.

• Performs other duties as assigned by the Building Program Coordinators, Building Program Manager, Senior Building Program Manager, Director of Design and Facilities Planning, Assistant Superintendent of Facilities and Construction and Chief of Operations Officer/Associate Superintendent of Facilities and Construction.

WORKING CONDITIONS:

Mental Demands/Physical Demands/Environmental Factors:

1.Frequent District-wide travel utilizing personal or District vehicles.

2.Occasional prolonged and irregular work hours.

3.Work around construction machinery with moving parts.

INQUIRIES MAY CONTACT:

Dan Grosz, ALEP

Director of Design & Facilities Planning

Email: daniel.grosz@cfisd.net

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.