February 23, 2018 at 2:15 pm #33332
SUMMARY: The Facility Assistant is a position that provides administrative and logistical support to the Director; monitors assigned programs and/or projects; and assists with prioritizing and assigning work within the Public Buildings Department.
This job requires initiative, organizational problem solving skills, and the ability to acquire knowledge of program operations, policies and procedures. Incumbents are expected to work independently and carry out administrative and facility management details without requiring the immediate attention of an administrator(s).
ESSENTIAL DUTIES AND RESPONSIBILITIES: The essential functions or duties listed below are illustrations of the type of work that is performed and is not an exhaustive list of the duties performed for by this position. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Other duties may be assigned.
• Evaluates situations (e.g. involving other staff, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Maintains a variety of records, supplies, calendar, schedules, files, etc. (e.g. employee time reports, fiscal information, energy cost/usage, construction, vendor invoices/fees, work orders, etc.) for the purpose of providing documentation in accordance with administrative and legal requirements.
• Receives work orders by telephone and computer, ensures that work orders meet established criteria, enters into work order system, assigns to appropriate staff/contractor, and determines appropriate response. Collect and extract information for reports as requested.
• Manages the supply and inventory system of the department. Works directly with vendors to ensure an effective and efficient supply chain management system.
• Monitors activities and/or projects (e.g. new development, computer system, policies/procedures) for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.
• Performs record keeping (confidential and non-confidential) and general and program specific administrative functions (e.g. scheduling, copying, faxing, etc.) for the purpose of supporting assigned administrator with necessary materials.
• Prepares a variety of written materials (e.g. correspondence, memos, fiscal and statistical reports, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes documents and materials (e.g. bid packets, contracts, specifications, purchase requisitions, mail, etc.) for the purpose of disseminating information in compliance with program, district, state and/or federal requirements.
• Researches a wide variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information for addressing a variety of administrative requirements.
• Responds to inquiries from a variety of internal and external parties (in person and by telephone) (e.g. staff, auditors, community, parents, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Assists with development of annual operating and capital budgets and financial reporting.
SUPERVISORY RESPONSIBILITES: None
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. The Superintendent may waive or modify the qualification requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES
SKILLS are required to perform multiple tasks with a need to periodically upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using pertinent software applications; applying district and program policies and procedures; planning and managing projects; and preparing and maintaining accurate records.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percent’s, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; bookkeeping principles; business telephone etiquette; common office machines; and office methods and practices.
ABILITY is required to schedule a number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize specific, job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability-based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; adapting to changing work priorities; and meeting deadlines and schedules.
Other key abilities include: working under limited supervision following standardized practices and/or methods; teaming, guiding, and/or coordinating others; and directing the use of budgeted funds within a work unit. Utilization of some resources from other work units may be required to perform the job’s functions. There is a continual opportunity to have some impact on the organization’s services.
Education: Associates degree or equivalent experience required; Bachelor’s degree in business administration, accounting, or facilities management preferred.
Experience: Minimum of two years applicable work experience. Administrative or program experience in facilities maintenance, plumbing, electrical, HVAC, carpentry or operations and maintenance is desirable.
Clearances: Criminal Justice/Fingerprint Clearance
The usual and customary methods of performing the job’s functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, and 15% standing. The job is performed in a generally hazard free environment.
Most tasks require visual perception and discrimination and the ability to distinguish color. The employee must be able to input information into a computer and as well as read material from a computer monitor as well as printed matter with or without visual aids. The employee must be able to communicate effectively other staff members in order to exchange accurate information.
The noise level in this environment is quiet to loud depending on the activity and the particular part of the day and location. The employee interacts with other staff members and occasionally must meet multiple demands from several people. The employee must be able to drive to the six schools within the district.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and the requirements of the job change.
Email cover letter, resume and employment references to Lori.Kabel@watertown.k12.ma.us or apply at
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