Facilities and Maintenance Administrative Assistant

Ocss Va; Orange (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

Orange County Public Schools (Virginia) seeks an Administrative Assistant for the Facilities and Maintenance Department. The role provides daily administrative support, acts as a communications hub, tracks budgets, and coordinates workflow between staff, school administrators, and vendors.

The position requires strong MS Office skills, database experience, budgeting, and effective written and verbal communication.

Qualifications

• High School diploma or equivalent.
• Advanced knowledge of Microsoft Office Suite (Word, Excel, etc.) and experience managing databases or computerized maintenance management systems.
• Exceptional verbal and written communication skills interfacing with staff, vendors, and the public.
• Strong bookkeeping, budget tracking, and basic invoice processing skills.
• High level of organizational skills with ability to prioritize and multitask in a fast-paced environment.

Responsibilities

• Input, triage, prioritize, and assign maintenance work orders in the central database; track completion status.
• Serve as primary contact for facility emergencies during business hours; route issues to field staff.
• Assist CIP scheduling and summer maintenance project planning.
• Draft and distribute department communications; update the departmental website with webmaster support.
• Maintain the master calendar; attend staff meetings and record minutes.
• Utilize spreadsheets and databases to track Facilities budget and expenditures; code invoices.

Skills

Microsoft Office Suite

Database management

Verbal and written communication

Budget tracking

Invoice processing

Organizational skills

Education

High School diploma

Tools

MS Excel

CMMS / database systems

Job description

Hiring Timeline - February 2027 Start Date

Reports To: Director of Facilities and Maintenance

The Facilities and Maintenance Administrative Assistant provides comprehensive day-to-day administrative, clerical, and operation support to ensure the seamless functioning of the Facilities and Maintenance Department. This role acts as a central communications hub, budget tracker, and workflow coordinator for department staff, school administrators, and external vendors.

Responsibilities:

• Input, triage, prioritize, and assign maintenance work orders in the central database; track completion status.
• Serve as the primary point of contact for school-related facility emergencies during business hours, routing issues immediately to field staff.
• Assist the Project Coordinator with Capital Improvement Projects (CIP), Capital Improvement Plans, and the scheduling of comprehensive summer maintenance projects
• Draft, design, and distribute department newsletters, brochures, and routine correspondence; collaborate with the school division webmaster to keep the departmental website updated.
• Maintain the departmental master calendar for meetings and projects; attend staff meetings to record and distribute detailed minutes.
• Utilize advanced spreadsheets and database tools to track the Facilities budget, monitor expenditures, and code incoming invoices accurately.
• Process custodial supply requests for the Central Office (TEAC) head custodian; place orders for custodial supplies and heave equipment across all district schools; submit purchase orders for authorization.
• Manage, track, and audit the active status of service contracts and compliance agreements with external vendors.
• Review, verify, and process timesheets for all Facilities and Maintenance department personnel.
• Sort and route incoming mail, deliveries, and phone inquires; prepare outgoing mail and maintain organized digital and physical filing systems.
• Coordinate, assist with, and attend custodial and safety training sessions to ensure regulatory compliance.
• Actively support the Director in implementing strategies to meet quarterly and annual departmental performance goals.
• Other duties as assigned.

Qualifications:

• High School diplomas or equivalent.
• Advances knowledge of Microsoft Office Suite (Word, Excel, etc.) and experience managing databases or computerized maintenance management systems.
• Exceptional verbal and written communication skills with the ability to interface professionally with school staff, vendors, and the public.
• Strong foundational skills in bookkeeping, budget line-item tracking, and basic invoice processing.
• High level of organizational sill with a proven ability to prioritize tasks, multi-task in a fast-paced environment, and handle emergencies calmly.