Administrative Assistant - Buildings and Grounds

Paramus Public Schools; United States; On-site; USD 47,000 - 58,000; Full time

Job summary

Paramus Public Schools is seeking an Administrative Assistant for the Buildings and Grounds department for a 12-month, full-time role. This position provides clerical support, manages service requests, coordinates with vendors, and processes invoices and purchase orders.

The role requires strong organization, communication, and ability to multi-task in a busy district environment. Starting salary is $52,507 with placement on the salary guide based on experience and qualifications.

Qualifications

• High school diploma or equivalent required.
• Minimum of three years of administrative or office experience preferred, preferably in facilities or school district environment.

Responsibilities

• Performs tasks efficiently, confidently, ethically, professionally, and effectively.
• Spearheads projects to improve efficiency and keep tasks on track.
• Multi-task with strong organizational and time management skills to meet deadlines.
• Learn and apply new skills through professional development and training.
• Prepare reports and financial data.
• Drafts and types memos, email correspondence, forms, and other materials.
• Manage daily office operations, screening and routing communications.
• Answer calls, schedule appointments, arrange travel, and explain policies and procedures.
• Log requests in FMX scheduling software and coordinate coverage for needs.
• Schedule meetings for staff and vendors.
• Familiar with accounting software; CSI preferred.

Skills

Multi-tasking

Time management

Communication

Memos & emails

Education

High school diploma or equivalent

3 years administrative or office experience

Tools

FMX scheduling software

FMX maintenance software

CSI accounting software

Job description

Administrative Assistant - Buildings and Grounds JobID: 2696

• Date Posted: 10/16/2026
• Location: Buildings and Grounds
• Date Available: 11/13/2026
• Closing Date: 11/12/2026

Position: Administrative Assistant Buildings and Grounds

Effective Date(s): 2026-2027 school year

Employment Terms: Full-time
12-month position, tenure track
Eligible for health insurance benefits
Position associated with the terms and conditions of the Negotiated Agreement between the Paramus Association of Administrative Assistants (PAAA) and the Board of Education, Administrative Assistant - Category V.

Reports To: Director of Buildings and Grounds or designee.

Job Goal(s): Under general direction from the Director of Buildings and Grounds, the Administrative Assistant provides administrative and clerical support to the Buildings and Grounds Department. This role ensures office operations are performed with the highest quality, develops workflow improvements, and adheres to system policies and regulations. The Administrative Assistant manages service requests, processes financial documentation, coordinates compliance activities, and maintains communication within the department and with external stakeholders.

Qualifications

• A high school diploma or equivalent is required.
• A minimum of three years of administrative or office experience is preferred, preferably in a facilities or school district environment.

Starting salary $52,507.00

Placement on the Paramus Association of Administrative Assistants (PAAA) Salary Guide, Administrative Assistant Category V Salary Guide, in accordance with experience and related qualifications.

Performance Responsibilities

Administrative Support

• Performs task responsibilities efficiently, confidently, ethically, professionally, and effectively.
• Ability to spearhead projects to improve efficiency and keep people on task to ensure the successful completion of tasks and assignments.
• Ability to multi-task with organizational and time management skills to ensure that tasks are completed promptly and/or to meet deadlines.
• Ability and willingness to learn and apply new skills and procedures through professional development, in-office training, or team meetings.
• Prepares reports and financial data.
• Ability to work well with all levels of internal management, staff, outside clients, and vendors.
• Drafts and types memos, email correspondence, forms, and other materials to disseminate information.
• Manages daily office operations, including screening and routing all incoming communications.
• Answers phone calls, schedules appointments, makes travel arrangements, and provides information on office policies and procedures.
• Logs requests in FMX scheduling software, coordinates coverage for schedule requests and coordinates service needs in FMX maintenance software.
• Schedules and coordinates meetings for staff and vendors.
• Familiar with accounting software, CSI is preferred.

Work Order Management

• Receives oral and written requests for emergency and routine repairs and assists with procuring this information.
• Dispatches in-house technicians or external service providers and documents using the maintenance request platform.
• Notifies the Director of Buildings and Grounds and Assistant Director of Buildings and Grounds of urgent work order calls and reports issues to the Director of Facilities.

Financial and Procurement Support

• Processes invoices, quotes, purchase orders, and employee clothing/travel expenses.
• Assists with procurement of office supplies, contract services, and project materials.
• Processes quotes, creates purchase orders, and processes invoices, ensuring accuracy.
• Tracks and processes payments for all buildings and grounds purchase orders.
• Ensures effective management of all buildings and grounds open purchase orders and assists in closing or completing the purchase order before the end of the fiscal year.
• Use software to run reports for budgeting and open purchase orders.

Regulatory Compliance and Record-Keeping

• Assists with coordination and record-keeping for regulatory compliance.
• Maintains files for outsourced projects, including bids, proposals, service contracts, certified payroll, and cooperative purchasing contracts.
• Organizes and maintains documentation for contractors, architects, and facilities-related projects.

Coordination and Communication

• Communicates department needs, such as contractor visits, to relevant district personnel.
• Assist with coordinating workflow for maintenance requests, schedule requests, projects, and vendors.
• Maintain procedures manual to ensure consistent performance of routine tasks.
• Compose correspondence/reports for manager's signature.
• Coordinates service contract site visits and department training sessions.
• Acts as liaison with local and state agencies to exchange information, resolve issues, and ensure compliance.

Time and Attendance Management

• Assists with timekeeping and overtime voucher processing.
• Tracks and maintains attendance records as required.

Special Projects and Workflow Improvements

• Leads and coordinates special administrative projects, guiding to achieve objectives.
• Develops and recommends workflow improvements and procedures to enhance efficiency.

Physical Abilities and Working Conditions

• Ability to read small print and view computer screens for prolonged periods.
• Dexterity to use hands for typing, grasping, and manipulating small objects.
• Ability to lift and carry objects weighing five or more pounds.
• Exposure to noisy environments and frequent interruptions.
• Ability to work indoors and handle stressful situations effectively.

Applications may be reviewed on a rolling basis and the position may be filled prior to the closing date.

Requirements

• 1. New Jersey resident or willingness to relocate
• 2. Controlled substance testing and successful completion of criminal history background check are required of all applicants offered employment.

Evaluation: Performance of this job will be evaluated annually in accordance with the provisions of the Board's policy on the evaluation of non-certified staff.