Administrative Assistant 5, Environmental

Wichita-Public-Schools; Wichita (KS); On-site; USD 36,000 - 48,000; Full time

Job summary

Wichita Public Schools seeks an Administrative Assistant 5 - Environmental to support the Environmental Department with clerical tasks related to asbestos, mold, odors, and related inspections. You will coordinate with schools, tradespeople, and the Environmental Manager to ensure timely completion of tasks and accurate reporting.

This role requires strong time management, proficiency with Microsoft Office, and the ability to handle confidential information.

Qualifications

• Proficient time management and strong written/verbal communication.
• General clerical experience in an office environment.
• Ability to maintain confidentiality and accuracy in records.

Responsibilities

• Reconcile inspection findings and assign tasks to schools and trades.
• Email and other communications with schools and tradespeople to ensure timely completion.
• Receive and document monthly readings and other environmental records.
• Scan and file receipts and paperwork for reporting.
• Follow up with engineers and custodial staff to ensure timely submissions.
• Monitor state-required testing due dates.
• Prepare purchase order requests for testing/repairs and asbestos work.
• Assist with training calendar notices and coordination.

Skills

Time management

Communication

Clerical experience

Education

High School diploma or GED

Tools

Microsoft Office

Email systems

Job description

Job Description - Administrative Assistant 5, Environmental (14389)

Job Title: Administrative Assistant 5 - Environmental

Position Function:

Performs general clerical duties for the Environmental Department, assisting with taking orders from buildings regarding asbestos, mold, odors, etc.

Essential Performance Responsibilities:

Reconcile Inspection findings (Fire Department, State Fire Marshal, KDOL), assigning work tasks throughout the year in Tradebe or via email following inspections (Wichita Fire Department, Kansas State Fire Marshal, Kansas Department of Labor) at WPS Facilities and notifying the WPS Safety Inspector as work tasks are completed.

Email and other communications with the schools and tradespeople to ensure that tasks are completed in a timely manner.

Receive monthly Veeder Root readings, manual tank levels, and other documentation from schools.

Scan/file receipts and paperwork for the environmental Manager to complete the required reporting each month.

Follow up with building engineers and custodial staff to ensure that readings are turned in on time.

Monitor due dates for state required testing.

Write purchase order requests as testing and/or repairs are required.

Assist the environmental manager with monitoring due dates for the Asbestos 6-Month Periodic Surveillance and 3-Year Reinspection reports.

Assist with grammatical review of reports to ensure accuracy.

Write purchase order requests for asbestos abatement and air clearance contractors as necessary.

Training Calendar Maintenance:

Send out notices via email to district employees and supervisors on when & where training is being held.

Assist the Environmental Manager and supervisors with coordination of various safety and environmental training topics and locations.

Training includes: asbestos inspector, asbestos management planner, A/B Operator for USTs, RCRA, DOT, lock out-tag out, confined spaces, powered industrial trucks, BBP, CPR/First Aid, scaffolding, arc flash, OSHA 10 construction and industrial, hazard communication, fall protection, welding and PPE, fall protection.

Continue district environmental historical report scanning projects within the office by scanning letter and 11”x17” paper sizes from 3-ring binders, folders, filing cabinets, spiral booklets. The scanning project will include the removal of staples from the documentation.

Assist with reconciling invoices and the purchase of various equipment and supplies that are used within the department.

Additional Duties: Assists with additional duties as assigned by Supervisor.

Equipment: This position may require the ability to use office equipment such as computers, copiers, scanners, and fax machine. Must always comply with WPS guidelines for equipment use.

Travel: Limited travel between schools and central offices may be required.

Physical and Mental Demands:

Work in standard office and school building environments

Additional demands upon request of Supervisor

Knowledge, Skills, and Abilities:

Proficient time management skills, good judgment, problem solving, and analytical abilities to effectively meet deadlines

Advanced computer proficiency and the ability to effectively use Microsoft products and department systems

Ability to communicate exceptionally both verbally and written to communicate effectively with others inside and outside of the organization for the purpose of giving and obtaining highly confidential information, and frequently involving influencing and advising others on matters of significance

Ability to solve complex problems using research, analysis, and previous precedent for similar problems

Ability to write letters, memos, and reports that command attention and achieve results

Ability to provide the highest level of customer service

Displays eagerness and the ability to learn new methods, procedures, and techniques

Ability to plan and organize effectively to achieve greater results

Gives the highest priority to achieving accuracy

Displays a significant degree of professionalism and confidentiality

Ability to conform to proper standards of professional dress and appearance

Knowledge of company's mission, purpose, goals, and the role of every employee in achieving each of them

Ability to perform a variety of tasks, change assignments on short notice, perform under deadlines, and work in a calm and efficient manner.

Exhibit a professional manner. Ability to organize, make accurate calculations, and be an effective team member.

Interrelations:

Contact with personnel within the district and with customers and vendors

Will be working under the direct supervision of the department supervisor to complete day to day tasks

Will work with a diverse population requiring the ability to handle all situations with tact and diplomacy

Must understand and respond appropriately to customer needs and maintain a positive attitude with all customers and colleagues

Expected to interact with all internal and external customers in a friendly, professional manner and provide quick, responsive customer service

Employee Punctuality and Appearance:

For schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave

Any deviation from assigned hours must have prior approval from the employee's supervisor or building administrator

All employees are required to report to work dressed in a manner that reflects a positive image of Wichita Public Schools and is appropriate for their position

Qualification Profile:

A High School education or GED

A minimum of six months experience are required for this position