Administrative Assistant - Facilities and Operations

Manchester Community Schools; Manchester (MI); On-site; USD 37,000 - 46,000; Full time

Job summary

Manchester Community Schools is seeking an Administrative Assistant to support the daily operations of Buildings & Grounds, Transportation, and Facilities. The role includes payroll processing, purchasing, records management, and coordination of work orders.

Ideal candidates will have a high school diploma, clerical experience, strong organizational and communication skills, and proficiency with Google Workspace and MS Office. On-site position with varied responsibilities throughout the district.

Qualifications

• High school diploma or equivalent required.
• Demonstrated clerical/administrative experience.
• Strong communication and confidentiality.
• Proficiency in office software and scheduling.

Responsibilities

• Provide administrative support for Buildings & Grounds and Transportation operations.
• Support Director with correspondence, reports, and recordkeeping.
• Process payroll and timekeeping information including timesheets and substitutes.
• Handle purchase orders, invoices, and accounts payable for the department.
• Maintain inventory, equipment, and asset records; assist with tracking and reconciliation.
• Manage FMX work orders: review, assign, schedule, and track.

Skills

Administrative support

Communication skills

Organizational skills

Google Workspace

Education

High school diploma or equivalent

Valid driver's license

Tools

Spreadsheets

Databases

Word processing

Google Workspace

Job description

Position: Administrative Assistant - Facilities and Operations

Classification: Administrative Assistant / Unaffiliated

Department: Buildings and Grounds / Transportation / Facilities

Reports to: Director of Transportation/Buildings and Grounds and Superintendent of Schools

Primary Duties and Responsibilities:

• Provide administrative support for the daily operations of the Buildings & Grounds and Transportation departments.
• Provide administrative support to the Director, including correspondence, reports, recordkeeping, scheduling, communications, and other departmental needs.
• Collect, review, and submit departmental payroll and timekeeping information, including timesheets, overtime, additional hours, substitutes, and other payroll-related documentation.
• Process and maintain departmental purchase orders, purchasing records, and accounts payable documentation; review, track, and submit departmental invoices to Central Office for payment.
• Maintain accurate departmental inventory, equipment, supply, and asset records and assist with inventory tracking and reconciliation.
• Manage and monitor FMX work orders, including reviewing, assigning, scheduling, tracking, and following up on work orders and service requests.
• Coordinate departmental schedules, including Buildings & Grounds work assignments, maintenance activities, vendors, inspections, deliveries, transportation needs, field trips, and other operational activities.
• Provide afternoon transportation dispatch support, including assisting with daily route and coverage changes, substitute driver assignments, communication with transportation personnel, and other routine transportation needs.
• Maintain accurate departmental files, records, calendars, schedules, and electronic databases, ensuring confidentiality of information as required.
• Serve as a point of contact for the Operations Department and provide professional and courteous assistance to employees, administrators, vendors, contractors, parents, students, and the general public.
• Assist with the coordination and communication of transportation, maintenance, and facilities-related needs between District buildings, Central Office, employees, vendors, and other parties.
• Assist the Director with departmental projects, reports, compliance documentation, and other administrative functions as assigned.
• Complete and submit required documentation or electronic data as required by District administration or applicable regulations.
• Additional duties as assigned.

Minimum Qualifications:

• High school diploma or equivalent required.
• Previous clerical, administrative, office, or related experience required.
• Possess a valid driver's license and maintain a driving record that meets district requirements.
• Possess strong interpersonal skills when working with students, the school community, staff, and external agencies.
• Maintain a high level of confidentiality.
• Demonstrate personal and professional flexibility.
• Possess strong organizational skills and the ability to multitask.
• Possess strong oral and written communication skills.
• Demonstrate knowledge of office management, planning, and scheduling.
• Demonstrate proficiency in computer skills and productivity software, including but not limited to spreadsheets, databases, word processing, and Google Workspace.

Preferred Qualifications:

• Additional coursework or training in business administration, office administration, accounting, or a related field.
• Experience working in a school setting.
• Possession of a valid CDL with the required endorsement(s), or willingness and ability to obtain CDL endorsement within a reasonable timeframe.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be able to communicate with others and clearly understand normal conversations in person and on the telephone. Employee may be required to perform extensive work at a computer display terminal. While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee frequently is required to sit, reach with hands and arms, talk and hear. Requires regular attendance and/or physical presence at the job.

Days/Hours:

School year: M–F, 10:00–5:00 / Summer: M–Th, approximately 9:00–3:00 (actual hours may vary)

RATE OF PAY:

$18.00 - $22.00 per hour, depending on experience