Administrative Assistant

Sylvania; Michigan; On-site; USD 38,000 - 52,000; Full time

Job summary

Wayland Union Schools is seeking an administrative professional to support the Facilities/Maintenance department year-round. You will coordinate communications with staff, vendors and leadership and help manage security, access and calendar logistics.

Eligible candidates handle budgeting processes, invoices and recordkeeping with discretion. The role requires strong organizational skills, attention to detail and the ability to work independently on multiple priorities while providing excellent

Qualifications

• Experience in an office environment supporting facilities, operations, finance or maintenance.
• Strong organizational skills with attention to detail.
• Ability to work independently and manage multiple priorities.
• Proficiency in Microsoft Office and Google Workspace.
• Experience with financial processes: A/P, A/R, budgeting and invoicing.
• Excellent communication and customer service with staff, vendors and community.
• Ability to handle confidential information discreetly.
• Experience with SchoolsOpen, ERP or CMMS is preferred.

Responsibilities

• Serve as the central contact for the Facilities/Maintenance department and coordinate with staff, vendors and leadership.
• Manage district key control policy, building access and security schedules.
• Coordinate facility reservation requests for district buildings.
• Order maintenance parts, tools, supplies to support operations.
• Support the Facilities/Maintenance budget by handling A/P, A/R and reconciliations.
• Process invoices, prepare payments and maintain financial records.
• Manage calendars, filing systems and document retention per district policy.
• Assist with onboarding, interviews and certifications for personnel/compliance.

Skills

Office experience

Organizational skills

Attention to detail

Independent work

Microsoft Office

Google Workspace

Budgeting and AP/AR

Communication skills

Confidentiality

ERP/CMMS/SIS familiarity

Tools

Microsoft Office Suite

Google Workspace

SchoolsOpen

ERP systems

CMMS software

Job description

At Wayland Union Schools we strive to teach, inspire and challenge our children to become caring contributors, lifelong learners, and critical thinkers prepared to embrace all of tomorrow’s opportunities.

We have established a student focused culture by encouraging collaboration with all employees. We are 1:1 with Apple iPads in grades K-12 and are able to provide our students with support and enrichment that will prepare them for college and/or the workplace. Would you like to be part of a district that only hires the elite to teach and inspire our future? It all starts here!

Qualifications:

• Experience in an office environment, preferably supporting facilities, operations, finance, or maintenance functions.
• Strong organizational skills with exceptional attention to detail.
• Ability to work independently, solve problems, and manage multiple priorities with minimal supervision.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Experience with financial processes, including accounts payable, accounts receivable, budgeting, and invoice management.
• Excellent communication and customer service skills when working with staff, vendors, and community members.
• Ability to maintain confidential information with professionalism and discretion.
• Experience with SchoolsOpen, ERP systems, or CMMS software preferred.

Responsibilities & Duties:

• Serve as the central point of contact for the Facilities/Maintenance department, coordinating communication between staff, vendors, district leadership, and community stakeholders.
• Manage and maintain the district’s key control policy, building access, and security schedules.
• Coordinate facility reservation requests for district buildings from internal and external parties.
• Order maintenance parts, tools, building supplies, and office materials to support uninterrupted operational efficiency.
• Support the Facilities/Maintenance department budget by managing accounts payable, accounts receivable, and credit card reconciliations.
• Process invoices, prepare payments, reconcile deposits, and maintain accurate financial records.
• Manage departmental calendars, scheduling, filing systems, and document retention in compliance with district policies.
• Assist with personnel and compliance functions, including onboarding, interview coordination, and certifications.

Terms of Employment:

Full-time, year-round position with benefits
Non-Affiliated position, Non-Affiliated Handbook
Subject to passing post offer background checks