Office Support

Chatham County Schools; Siler City (NC); On-site; USD 45,000 - 65,000; Full time

Job summary

Chatham County Schools seeks an experienced administrative assistant to support the Director of Maintenance and Construction. The role involves developing and maintaining maintenance programs, handling purchasing and budgeting, and managing a high volume of complex records and reports.

This position requires independent problem solving, strong organizational skills, and clear communication with school staff, contractors, and vendors.

Qualifications

• High School Diploma or equivalent.
• Experience in an office environment with responsibility for a large variety of complex duties.
• Experience in working with contractors, vendors, and suppliers a plus.

Responsibilities

• Assist the Director of Maintenance and Construction and support program development.
• Develop and maintain maintenance programs and processes.
• Perform purchasing and budgeting duties for the department.
• Manage and process a high volume of complex records and reports.
• Operate and oversee the department work order system and distribute work.
• Monitor energy management system and alert staff to issues.
• Review and route correspondence; compose responses.
• Devise written work methods to implement rules and guidelines.
• Ensure accuracy of outgoing records and reports.
• Interact with school staff and administration on department matters.

Skills

Office administration

Effective communication

Judgment and problem solving

Planning and organizing

Education

High School Diploma or equivalent

Job description

NATURE OF WORK

An employee in this position performs a wide variety of duties as an assistant to the Director of Maintenance

NATURE OF WORK

An employee in this position performs a wide variety of duties as an assistant to the Director of Maintenance and Construction, is responsible for developing and maintaining maintenance related programs and processes, performs purchasing and budgeting related duties, manages and processes a high volume of complex records and reports, along with other duties as directed by the Director. Most actions are directed by the general policies and precedents of the system or by own judgment. The work requires a high degree of resourcefulness. Within the limits of the employee's assigned authority, the employee is expected to analyze and resolve problems independently and consult with other departments as needed. With the degree of independence exercised in this position, an error could result in significantly reduced operational efficiency for other staff members or substantial embarrassment or inconvenience. The employee operates under general directions. The employee is expected to plan and organize work methods to produce the assigned outcomes.

ILLUSTRATIVE EXAMPLES OF WORK

• Identifies sources of a variety of information, prepares comprehensive reports, abstracts of factual data.
• Develops and prepares documents in support of the capital outlay and improvement program.
• Manages and performs record maintenance for the department.
• Performs purchasing duties and oversees budgets.
• Manages and operates the departments work order system, including distribution of the work.
• Monitors the energy management system and alerts staff to issues.
• Reviews incoming correspondence and assigns to others, or bring to Director's attention.
• Composes responses and relays complex information.
• Devises and prepares written work methods to implement rules, regulations, policies, and guidelines.
• Reviews and ensures accuracy of outgoing correspondence, records and/or reports.
• Monitors phones and represents the maintenance department to school staff and administration.

Knowledge, Skills And Abilities

• Extensive knowledge of grammar, vocabulary and punctuation.
• Extensive knowledge of office practices and procedures.
• Considerable knowledge of rules, regulations, procedures and functions of complex organizations.
• Ability to promote good relationships internally and with the public.
• Ability to communicate effectively both oral and written.
• Ability to exercise sound judgment in resolving problems.
• Ability to plan and organize work activities.
• Ability to perform with only broad statements of expectations.

Suggested Training And Experience

• High School Diploma or equivalent.
• Experience in an office environment with responsibility for a large variety of complex duties.
• Experience in working with contractors, vendors, and suppliers a plus.

This specification has been designed to represent the general nature and level of work. As such, it is not intended to contain all of the duties and qualifications that may be required of an employee.

Purpose of this Position

To maintain the district's building systems in a safe and functional condition.

Duty station location (Physical Address)

401 South 6th Avenue, Siler City, NC 27344

Work schedule when the work is performed

Monday-Friday, 7:30am-4pm