This is an 8 hour, 260 day position with benefits at the District Support Services Center. Work hours are from 8:00 a.m. to 5:00 p.m.
JOB TITLE: Office Coordinator, Maintenance & Grounds
CLASSIFICATION: Office/Accounting MACP
REPORTS TO: Director of Facilities
Responsible for providing a variety of clerical and other support services to assist the Supervisor of Maintenance and Grounds and the Director of Facilities with the operations of the Maintenance Department and related services. This position also provides backup administrative assistant support for the Custodial Department and serve as liaison between staff and the general public by responding to general questions and referring them to appropriate staff and service providers.
PERFORMANCE RESPONSIBILITIES AND ESSENTIAL FUNCTIONS:
Provide administrative support services to the Supervisor of Maintenance and Grounds and Director of Facilities including letter composition, scheduling of appointments, analysis of information, maintenance of databases, preparation of confidential evaluations, and preparation of district reports and presentation materials.
Develop and maintain an organized office including record management, an effective filing system and provide for record maintenance and retention management in compliance with district policy and state guidelines.
Serve as liaison between staff, parents, and the general public wishing to communicate with District support staff.
Greet public; answer phones; respond to inquiries from students, parents, staff and general public; assist with student and staff needs.
Monitor the electronic work order system and assign the activities of trade staff by forwarding requests for facility maintenance to appropriate personnel.
Assist with tracking incoming work orders and scheduling contractors as needed for maintenance and preventative maintenance across the district. Coordinate and schedule preventative maintenance work orders with vendors and contractors for essential and required services.
Create purchase orders and process and track invoices and packing slips for the Facilities Department. Process and reconcile billing for procurement cards for Facilities Department purchases. Prepare financial reports on a monthly and as needed basis.
Monitor District Support Services purchasing procedures and processes, answering questions related to purchasing regulations and procedures, serve as liaison with vendors, maintain vendor information and files, organize and maintain the retention of purchasing records.
Monitor and reconcile Facilities Department checking account, write checks as necessary.
Assist with Resource Conservation Management tasks, including tracking and analyzing utility bills.
Process department mail;; assist with quote gathering and bid processing, educational and plan specifications; record keeping; cost comparisons; boundary planning; preparation of support staff reports.
Monitor and assist with the oversight of various operating budgets and maintain legal compliance using the District electronic fiscal records system
Prioritize and organize tasks for the purpose of meeting deadlines, accessibility of information, and completing tasks in a timely manner.
Serve as backup to the Office Coordinator for the Custodial Department, including assisting with obtaining Custodial substitute personnel as necessary.
Comply with District Policies.
Maintain acceptable job attendance.
Perform related duties as assigned.
JOB REQUIREMENTS; MINIMUM QUALIFICATIONS
Skills, Knowledge and Abilities required to satisfactorily perform the functions of the job include:
Skill and ability to effectively communicate.
Ability to exercise discretion and maintain trust and confidentiality.
Ability to develop professional and positive relationships with others.
Skill and ability to follow and give written and verbal instructions.
Skill and abilities of effective organization and efficiency.
Skill and abilities of accuracy and attention to detail.
Knowledge and ability to successfully use basic math and write routine documents using correct spelling, grammar and punctuation.
Skill and ability with operating office equipment, which may include telephone, computer, typewriter, calculator, copier, and media equipment.
Knowledge of and ability to use various software programs related to job responsibilities.
Ability to complete multiple tasks simultaneously with frequent interruptions.
Ability to maintain consistent presence at assigned worksite and regularly work assigned hours.
Ability to maintain regular and punctual attendance.
EDUCATION AND EXPERIENCE:
High school diploma or its equivalent.
Word process with accuracy at 40 w.p.m.
Five (5) years of applicable office or clerical experience, including office management (preferably in a public school setting.) Vocational or technical clerical training may substitute for work experience.
PREFERRED EDUCATION AND EXPERIENCE:
College degree and/or additional training beyond high school.
Previous school district experience.
Two year degree or college level work in Business, Accounting or related field.
Experience with computerized financial and/or purchasing system.
PHYSICAL REQUIREMENTS: Office Coordinator, Maintenance & Grounds
1% - 33%
34% - 65%
66% - 100%
Field of Vision
Mukilteo School District 6