Summary

Position is responsible for providing frontline customer contact and clerical support to the Facilities Director. Position is responsible for preforming a variety of complex computation as it relates to proper calculation of requisitions/invoices, utility usage, and other items as needed. This position researches, resolves and provides communication regarding maintenance and custodial issues accurately and efficiently bother orally and in writing. This is a 12-month position.

 

Essential Duties

• Serves as direct clerical support for the Facilities Director.
• Prepares statistical tables, types letters, takes meeting notes, reports, bulletins, charts, questionnaires, requisitions, and other materials from rough draft to final copy.
• Maintains various work order, utility and vehicle databases and generates reports as required. Will gather and enter utility data into the utility tracking module of FMX. Collects data and generates quarterly reports.
• Maintains Time & Attendance system to include some payroll functions and employee record updates. Reports all attendance occurrences to the Facilities Director.
• Obtains, gathers and organizes pertinent data as needed, and puts it into a usable format.
• Documents and communicates all complaints, concerns, and issues to the Facilities Director
• Communicates with schools to assists with Custodial and Maintenance concerns and other maintenance requests.
• Creates and maintains files and records.
• Schedules applicant interviews for open staff positions.
• Distributes all inter-departmental and postal correspondence to the appropriate person.
• Communicates regularly with the Human Resources Department regarding new employees and employee new hire onboarding.
• Coordinate with Payroll department to ensure accurate employee pay for semi-monthly pay cycles.
• Maintains a high level of confidentiality.
• Models nondiscriminatory practices in all activities.
• Position will train staff to drive New Horizons non-CDL vehicles, to include the 14 passenger buses and track vehicle maintenance records.
• Position will gather and maintain personnel driving records and track vehicle driving training.
• Position will order supplies as needed.
• Position will enter and track purchases requisitions, create credit card reports and assist in tracking the Facilities Budget.
• Other duties as assigned

Minimum Requirements

Must possess a high school diploma or GED and a valid driver’s license.  Must possess knowledge of standard office practices, procedures and equipment; familiarity with CMMS systems are a plus. Must be proficient in Microsoft Word, Excel and Access. Must possess excellent verbal and written communication skills and have ability to establish and maintain effective working relationships with employees and the public. Ability to maintain confidentiality and demonstrate good judgment, tact and courtesy in difficult situations and with communications to the public. Ability to organize and maintain clerical records and to prioritize workload. Must possess strong organizational skills.