Facilities Administrative Specialist

Rochester Public Schools ISD #535; Rochester (MN); On-site; USD 40,000 - 55,000; Full time

Job summary

Rochester Public Schools is seeking an Administrative Coordinator to provide reception services, admin support, and project assistance within the Facilities Services department. You will interact with visitors, support staff, and use software such as AkitaBox and Qmlativ for records and operations.

The role involves creating purchase orders, managing documents, and coordinating with the Facilities Director and Manager. A strong focus on accuracy, compliance, and customer service is essential.

Qualifications

• Proven ability to create and maintain accurate records and tracking systems.
• Strong conflict management and mediation skills.
• Effective delegation skills with the ability to provide clear direction and support to team members.
• Demonstrated attention to detail in all aspects of work.
• Ability to manage multiple tasks and adapt to changing priorities.
• Experience leading and working collaboratively with a diverse team of supervisors, staff, and external consultants.
• Thorough knowledge of established policies, protocols, and procedures, with the ability to ensure organizational compliance.
• Excellent written and verbal communication skills, with the ability to interact effectively at all levels.
• Knowledge of federal, state, and district regulations related to public school facilities, maintenance, construction, and health and safety, with the ability to apply these regulations to maintain compliance.

Responsibilities

• Provide front desk reception and customer service for visitors and staff.
• Data entry and record keeping.
• Prepares meeting agendas and supports Facilities Management.
• Create purchase orders and receiving invoices.
• Ordering supplies for the facilities department.
• Review department documents, SOPs and update as needed.
• Reports to and works under the supervision of the Facilities Director.
• Performs additional duties and responsibilities as assigned by the Facilities Manager and/or the Facilities Director.

Skills

Record keeping

Customer service

Conflict management

Attention to detail

Multitasking

Communication skills

Policy compliance

Team collaboration

Discretion with confidential info

Emergency response readiness

Education

Associate’s degree in business administration

High School Diploma or equivalent

Valid MN driver’s license

Tools

AkitaBox

Qmlativ

Word

Excel

PowerPoint

Google

Job description

WORK YEAR: Full-time, 260 days per year; 8 hours per day; 7:00 a.m. - 3:30 p.m. Monday-Friday

WORK CALENDAR:260 day Calendar

CLASSIFICATION:ROPE; Non-Exempt: B-2-5

Click link below to review the 2024-2026RochesterOperationsProfessionalEmployees Work Unit Agreement containing salary schedule.

ROPE Work Unit Agreement 2024-2026

If you have questions regarding a job posting, contact the Office of Human Resources @ 507-328-4231 [e-mail]

Overview:

The Administrative Coordinator is responsible for providing reception services, administrative support, and projects as assigned. This includes being available to assist visitors, provide general administrative support for Facilities staff, and working with select software that supports the Facilities Services department to include Word, Excel, PowerPoint, AkitaBox, Qmlativ, Google, etc.

Essential Functions:

• General office work such as accounting, training, and scheduling.
• Provide front desk reception and customer service for visitors and staff.
• Data entry and record keeping.
• Prepares meeting agendas and supports Facilities Management.
• Create purchase orders and receiving invoices.
• Ordering supplies for the facilities department.
• Review department documents, SOP’s and update as needed.
• Reports to and works under the supervision of the Facilities Director.
• Performs additional duties and responsibilities as assigned by the Facilities Manager and/or the Facilities Director.

Education/Certification Requirement:

• Associate’s degree in business administration or similar.
• Minimum Requirement: High School Diploma or equivalent.
• Required: Valid MN driver’s license.

Required Skills:

• Proven ability to create and maintain accurate records and tracking systems.
• Strong conflict management and mediation skills.
• Effective delegation skills with the ability to provide clear direction and support to team members.
• Demonstrated attention to detail in all aspects of work.
• Ability to manage multiple tasks and adapt to changing priorities.
• Experience leading and working collaboratively with a diverse team of supervisors, staff, and external consultants.
• Thorough knowledge of established policies, protocols, and procedures, with the ability to ensure organizational compliance.
• Excellent written and verbal communication skills, with the ability to interact effectively at all levels.
• Knowledge of federal, state, and district regulations related to public school facilities, maintenance, construction, and health and safety, with the ability to apply these regulations to maintain compliance.
• Ability to clearly articulate district and site expectations.
• Capacity to perform effectively under pressure while managing multiple, shifting priorities and meeting deadlines.
• Exceptional customer service skills, including conflict resolution, responsiveness, and follow-through.
• Ability to handle sensitive and confidential employee information with discretion.
• Availability to respond to emergencies outside of normal working hours.
• Strong ability to communicate ideas and directives clearly and effectively, both verbally and in
• writing.
• Commitment to delivering outstanding customer service.

Physical Requirements:

• This position may encounter but not limited to the following activities: talking in person/on phone, hearing, sitting, reaching, use of both hands for typing, crouching; kneeling.
• Excellent sensory skills (sight, hearing, and speech).
• Moves up to 50 pounds of office materials to remote building locations.

Commitment to Equity:

Rochester Public Schools is committed to diversifying its workforce to better reflect the community we serve.We believe the practices used in recruiting, interviewing, hiring, supporting, and promoting staff must include and honor, at every level, those who represent the diverse identities of our schools and community.

https://www.rochesterschools.org/equity-statement

Common and Shared Accountabilities for All Positions

Employees of the Rochester Public School District #535 are expected to support the goals, model and promote an environment that is respectful for all, and work collaboratively with other staff to focus on the needs of the learner. A quality, customer focus that conveys a welcome attitude, an adaptability to change, and a desire for continuous improvement is also expected of all employees. In addition, staff are to respect confidential matters, encourage a safe and secure environment throughout the schools, and be dependable and accountable employees.

District Information:To learn more about Rochester Public Schools, visitwww.rochesterschools.org.

All qualified applicants will be considered without regard to protected characteristics such as race, color, religion, sex, national origin, age, or disability.