Bookkeeper/Administrative Asst. - Facilities

New Albany-Floyd County Consolidated School District; New Albany (IN); On-site; USD 29,000 - 32,000; Full time

Benefits offered by this job

Health, dental, vision insurance

PERF retirement

Job summary

New Albany-Floyd County Consolidated School District is seeking a Bookkeeper/Administrative Assistant for the Facilities department in New Albany, Indiana. The role supports accounting tasks, procurement, budgeting, and routine Office/secretarial duties.

Starting immediately, this full-time position reports to the Director of Facilities. The employee enjoys full benefits, and will handle purchase orders, invoicing, and records management within the Facilities team.

Qualifications

• Three+ years of accounting/bookkeeping experience required.
• Minimum of a high school diploma or GED.
• Associates or Bachelors degree in accounting desired.

Responsibilities

• Review purchase requests, quotes, contracts, and purchase agreements for accuracy; assign expenditure accounts and codes.
• Process and maintain invoices; track orders; reconcile vendor statements and credits.
• Track budgets for capital projects and general funds; provide reports to Facilities Director and managers.
• Submit requisitions and issue purchase orders for Facilities, Technology, Food Service, and other departments.
• Provide secretarial support and backup for receptionist duties.
• Maintain filing systems for purchases, quotes, PO contracts and capital improvements.
• Attend project, finance, and Facilities staff meetings.
• Assist with asset reports and audits as needed.

Skills

Bookkeeping

Accounting

MS Office

G-Suite

Attention to detail

Education

High school diploma or GED

Associates or Bachelors in accounting preferred

Tools

Microsoft Excel

Google Drive

Job description

New Albany-Floyd County Consolidated School District FACILITIES - New Albany, Indiana Open in Google Maps

Bookkeeper/Administrative Asst. - Facilities

New Albany-Floyd County Consolidated School District FACILITIES - New Albany, Indiana Open in Google Maps

This job is also posted in New Albany-Floyd County Consolidated School District

Job Details

Job ID: 5905877
Application Deadline: Posted until filled
Posted: Aug 27, 2026 4:00 AM (UTC)

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 & vacation days as well as state retirement (PERF).

SUMMARY: Create, process and maintain all bookkeeping and performs administrative dutiesfor 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 & supplies, service contracts, regular maintenance and repairs, construction & remodeling projects, office supplies, travel expenses, permits, etc.)
• Technology (intercom & sound system projects and repairs)
• Food Service (preventative maintenance service contracts, walk-in freezer & 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 staff and building supervisor material & 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 corporation’s 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
• Handles mileage and travel reimbursements
• Performs other related duties as assigned.

SUPERVISORY RESPONSIBILITIES: This job has no supervisory specific responsibilities, unless noted by the Principal.

PHYSICAL REQUIREMENTS: While performing the duties of this job, the employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand, walk, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 40 pounds.

The employee shall remain free of any alcohol or nonprescribed controlled substance abuse in the workplace throughout his/her employment in the Corporation.

Position Type: Full-Time

Job Categories:

Support Staff > Accounting/Bookkeeping

Support Staff > Administrative Assistant

Job Requirements

• At least 3 year(s) of relevant experience preferred.
• High School/Trade School degree preferred.
• Citizenship, residency or work visa required