Bookkeeper/Administrative Assistant - Facilities

New Albany-Floyd County Consolidated School Corporation; New Albany (IN); On-site; USD 30,000 - 31,000; Full time

Benefits offered by this job

Medical, dental, vision, life insur.

State retirement (PERF)

Job summary

New Albany-Floyd County Consolidated School Corporation is seeking a Bookkeeper/Administrative Assistant for the Facilities department. The role requires accurate bookkeeping and administrative support to the Facilities Director, with a focus on purchasing, vendor records, and budget tracking.

The position offers a 260-day, 8-hour-per-day schedule, immediate start, and fully benefits including medical, dental, vision, life insurance, and PERF retirement.

Qualifications

• 3+ years of bookkeeping/accounting experience.
• High school diploma or GED required.
• Associate or Bachelor’s degree in accounting desired.

Responsibilities

• Review purchase requests, quotes, contracts for accuracy and assign expenditure codes.
• Process and maintain invoices; reconcile vendor statements and match payments to the Business Office.
• Track budgets for capital projects and general funds; provide reports to Facilities leadership.

Skills

Bookkeeping

Accounting

Microsoft Office

G-Suite

Education

HS diploma or GED

Associates or Bachelor's in accounting desired

Tools

Microsoft Office

G-Suite

Job description

Job Details

Job ID: 5905877

Application Deadline: Posted until filled

Posted: Aug 27, 2026

Starting Date

Immediately

Job Description

JOB TITLE: Bookkeeper/Administrative Assistant - Facilities

CLASSIFICATION: Operations Support Staff Level VII

PAY RANGE 17: $21.53 TO $22.63 *(based on education and experience)*

LENGTH: 260 Days/8 hours per day

REPORTS TO: Director of Facilities

*Fully benefitted to include: medical, dental, vision, life insurances; sick, personal, holidays and vacation days as well as state retirement (PERF).*

SUMMARY: Create, process and maintain all bookkeeping and performs administrative duties for the Facilities Department.

Qualifications

• Experience of three (3) or more years in accounting/bookkeeping required.
• Must have a minimum of a high school diploma or GED.
• Associates or Bachelors degree in accounting is desired.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Knowledge Microsoft Suite and G-Suite.

Responsibilities

Reviews purchase requests, quotes, contracts, and purchase agreements for accuracy; selects expenditure accounts and object codes to ensure compliance with the Indiana State Board of Accounts.

Process and maintain records of invoices, track orders, request quotes and compare costs. Reconcile monthly vendor statements, and request credits if needed. Ensure accuracy by matching payment records with the Business Office.

Tracks budget on capital projects and general funding accounts, provides budget reports to the Facilities Director and project managers, and analyzes department expenses.

Requests fund transfers and change orders from the Business Office.

Submits Requisitions And Issues Purchase Orders For The Following

• Facilities (maintenance and custodial equipment and supplies, service contracts, regular maintenance and repairs, construction and remodeling projects, office supplies, travel expenses, permits, etc.)
• Technology (intercom and sound system projects and repairs)
• Food Service (preventative maintenance service contracts, walk-in freezer and cooler repairs)
• Prosser (Construction and remodeling projects, maintenance and custodial service contracts)
• Schools (furniture and equipment)

Attends project, finance, and Facilities staff meetings.

Manages difficult or emotional customer situations; Responds promptly to customer needs.

Provide secretarial support to department staff as assigned. Provide backup for receptionist, answer phones, open and rout mail, assist callers and guests.

Listens and gets clarification; Responds well to questions; Writes clearly and informatively; Able to read and interpret written information.

Maintains filing system for all purchases, including quotes, purchase orders, invoices, service contracts, and capital improvements.

Advises Facilities staff on state purchasing requirements and corporation policy.

Maintains approved purchaser lists for local vendors. Answers calls from Facilities PO line and issues PO numbers to facilities staff or local vendors for in-store purchases.

Records maintenance taff and building supervisor material and tool purchases. Informs Facilities Director of duplicate or unnecessary purchases.

Maintains spreadsheets for projects, GO Bonds, and School Safety Grant purchases made by Facilities and other departments.

Handles first round of Amazon order approvals for Facilities Department.

Records attendance for Facilities managers.

Assists business office staff with corporations capital assets reports/audits

Places legal advertisements in the local newspaper for Facilities Director and Project Managers.

Creates documents and spreadsheets as needed for the Facilities team.

Sends contracts and services agreements to the ASC to be uploaded to Gateway.

Manages Facilities credit card accounts.

Files W-9 and Certificate of Insurance on Google Drive

Submits credit applications and sales tax exemption certificates to vendors

Files weekly pool analysis reports in Google Drive