Administrative Assistant - Facilities Department

Young World Physical Education; St. Louis (MO); On-site; USD 36,000 - 42,000; Full time

Job summary

Mehlville School District in St. Louis, Missouri is seeking an Administrative Assistant for the Facilities Department.

This 12-month position requires coordinating clerical tasks, maintaining records, and supporting project communications within the district. You will serve as a liaison with the District, handle mailings, schedule maintenance, assist with payroll basics, and help prepare Board of Education information.

Qualifications

• Requires a high school diploma or equivalent.
• Preferred 2 to 5 years of job-related prior experience.

Responsibilities

• Serves as liaison between the department and the District.
• Performs clerical duties including typing, filing, copying, sorting mail, and preparing bulk mailings as needed.
• Answers incoming telephone calls, documents accurate messages and routes calls as needed.
• Assists HVAC technicians with the computer controllers used to schedule heating and cooling throughout the district and assesses problems with various units based on data in the system.
• Coordinates with the Director, district leadership, and consulting group to advertise capital projects, as directed.
• Assists with the preparation of information for Board of Education meetings, as directed.
• Dispatches district technicians for emergency/hazardous repairs and advises utility companies of issues, when necessary.
• Posts and maintains surplus equipment and items on GovDeals.com.
• Coordinates inspections between third party vendors and district technicians.
• Maintains annual emergency contact lists for alarm companies and emergency personnel
• Generates timesheets, compiles, and submits payroll information to the Business Office for bi-weekly payroll.
• Submits and maintains leave data for Facilities staff in the HR information system.
• Maintains accurate records, inventory, and personnel files as required.
• Administrator of SchoolDude, the district work order maintenance system.
• Generates routine preventative maintenance and new work orders, as needed, and closes out all completed work orders in SchoolDude.
• Conducts purchases, submits purchase orders, and maintains the department credit card and monthly logs for all departmental purchases.
• Monitors departmental budget and handles cash or check deposits, as needed.

Skills

2-5 years of related experience

Education

High School Diploma or Equivalent

Job description

Administrative Assistant - Facilities Department

Mehlville R-9 School District Facilities - St. Louis, Missouri Open in Google Maps

This job is also posted in Mehlville R-9 School District

Job Details

Job ID: 5884303
Application Deadline: Posted until filled
Posted: Aug 13, 2026 5:00 AM (UTC)
Starting Date: To Be Determined

Job Description

Administrative Assistant – Facilities Department

12 Month Position

2026-2027 School Year

POSITION SUMMARY: Responsible for acting as an administrative assistant and performing a variety of clerical duties to ensure smooth operations within the Facilities department and other related district services. Compiles and maintains personnel records by assisting the Director, Assistant Director, and other supervisory roles within Facilities in a variety of tasks.

QUALIFICATIONS:

• Requires a high school diploma or equivalent.
• Preferred 2 to 5 years of job-related prior experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Other duties as assigned

• Serves as liaison between the department and the District.
• Performs clerical duties including typing, filing, copying, sorting mail, and preparing bulk mailings as needed.
• Answers incoming telephone calls, documents accurate messages and routes calls as needed.
• Assists HVAC technicians with the computer controllers used to schedule heating and cooling throughout the district and assesses problems with various units based on data in the system.
• Coordinates with the Director, district leadership, and consulting group to advertise capital projects, as directed.
• Assists with the preparation of information for Board of Education meetings, as directed.
• Dispatches district technicians for emergency/hazardous repairs and advises utility companies of issues, when necessary.
• Posts and maintains surplus equipment and items on GovDeals.com.
• Coordinates inspections between third party vendors and district technicians.
• Maintains annual emergency contact lists for alarm companies and emergency personnel
• Generates timesheets, compiles, and submits payroll information to the Business Office for bi-weekly payroll.
• Submits and maintains leave data for Facilities staff in the HR information system.
• Maintains accurate records, inventory, and personnel files as required.
• Administrator of SchoolDude, the district work order maintenance system.
• Generates routine preventative maintenance and new work orders, as needed, and closes out all completed work orders in SchoolDude.
• Conducts purchases, submits purchase orders, and maintains the department credit card and monthly logs for all departmental purchases.
• Monitors departmental budget and handles cash or check deposits, as needed.

COMPENSATION FOR EXPERIENCE IS CONSIDERED, 2026-2027 Classified Salary Schedule

APPLICATION DEADLINE: Open Until Filled

Mehlville School District is an Equal Opportunity Employer and E-Verify Participant

We appreciate your interest in Mehlville School District!

Position Type: Full-Time

Job Categories:

Support Staff > Administrative Assistant

Job Requirements

• At least 2 year(s) of relevant experience preferred.
• High School/Trade School degree preferred.
• Citizenship, residency or work visa required