FACILITIES ASSISTANT                                                         

DEFINITION

Under the direction of an Assistant Superintendent, Business Services, and the Director of Maintenance, Operations & Facilities, this confidential position will perform responsible, technical and complex projects and facilities-related duties.  The Facilities Assistant will maintain confidentiality of privileged information, apply extensive knowledge of District policies, and exercise independent judgment.

ESSENTIAL FUNCTIONS

• Assist with the coordination of the work of Maintenance & Operations and Facilities support staff and oversee facilities-related projects.
• Assist in the coordination for the weekend grounds crew.
• Coordinate and schedule meetings, prepare agenda and minutes, update website, and other task related to the Measure V Citizens Oversight Committee.
• Assist in the coordination of transportation services.
• Plan, prepare, implement, and monitor recycling and conservation activities and programs for the District.
• Provide facilities-related training and information to staff, including regular communication on the recycling and conservation program.
• Serve as District liaison to various individuals, groups, and companies for energy management and conservation programs.
• Coordinate the development of public information materials regarding State, County, and City conservation programs.
• Prepare reports containing findings, conclusions, and recommendations pertaining to the management and expansion of current and future recycling, energy, water conservation, and solid waste management.
• Research and request the best price for recycling hazardous materials and electronic waste; coordinate the contracts and pickup of these materials, and ensure compliance with hazardous waste and electronic waste disposal guidelines.
• Prepare and maintain contract records, review solicitations, prepare invitations for bids, prepare routine response for proposals, analyze contract terms and conditions to ensure compliance with appropriate laws and regulations.
• Prepare Board items and Reports, including contracts, contract closeout procedures, and draft agreements.
• Plan, organize and coordinate department operating procedures.
• Assist in the preparation, maintenance and analysis of instructional, fiscal and personnel records and/or process as required.
• Compose correspondence and compile info necessary to complete a variety of district, county, state and federal reports, which require the use of independent judgment.
• Research and compile information and compute statistical data for reports, department’s budgets and special projects, as assigned.  
• Communicate with District personnel or parents on confidential or sensitive issues according to established guidelines and procedures; apply extensive knowledge of District policies and exercise independent judgment; expedite transmittal of information and facilitate implementation of policies and programs; assure timely communications.
• Set up specific computer operations using word processing, spreadsheet and data base software in use in the District.

• Make telephone calls to verify, receive or transmit information; receive, open and screen incoming mail; independently compose replies according to established guidelines and procedures.
• Maintain comprehensive records; prepare reports and files including those of a confidential nature.
• Attend a variety of meetings; prepare and send out notices; collect and compile information; record proceedings according to established procedures; prepare and distribute minutes.
• Perform other duties as assigned.

QUALIFICATIONS

Knowledge of:

• Correct English usage, grammar, spelling, punctuation, vocabulary and accounting terminology and processes
• Basic math, statistical and record keeping procedures
• Modern office practices, procedures, machines, equipment, record keeping and filing systems
• Basic organization and operation of a public school district; administrative offices and public staff and relations
• Policies and procedures used in school districts, specifically to the office to which assigned, and ability to apply such knowledge in the performance of duties.
• Principles of proper letter composition, correspondence and report writing

• Operations, procedures, specific rules and precedents of the office.
• Laws, rules and regulations related to assigned activities related to confidentiality of sensitive information
• Oral and written communication skills.
• Interpersonal skills using tact, patience and courtesy
• Professional telephone techniques and etiquette

Ability to:

• Research and apply knowledge of District, state and federal laws and policies.
• Learn rapidly, interpret, and apply with good judgment, oral and written directions, District policy and regulations.
• Devise or adapt office procedures to changing organization need.
• Type accurately at a rate of 60 words per minute.
• Use proficiently word processing, spreadsheet and data base software and related computer equipment.
• Maintain confidentiality.
• Organize assigned work, administrator’s priorities and schedule, and department.
• Make arithmetical calculations quickly and accurately.
• Compile and maintain accurate and complete records and reports.
• Compose correspondence and written materials independently.
• Comprehend, interpret, and apply general and technical written and oral instructions, policies and procedures.

• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Communicate effectively both orally and in writing.

• Work independently with little direction.
• Establish and maintain cooperative and effective working relationships.
• Flex work schedule to accommodate evening events and meetings

EDUCATION:

• AA or equivalent; Bachelor’s Degree preferred
• Certificate in Educational Facilities Planning preferred

EXPERIENCE:    

One year experience in School Facilities

WORKING CONDITIONS

ENVIRONMENT:

• Office environment: constant interruptions.
• Outdoor environment: drive a personal vehicle to conduct work; visit school sites; travel to other organizations and companies; meetings and workshops.

Physical Abilities

• Hearing and speaking to conduct group training, exchange information in person electronically and on the telephone.
• Ability to read printed matter and computer screens.
• Ability to understand speech at normal levels.
• Dexterity of hands and fingers to operate a computer keyboard and other office equipment.
• Kneeling, bending at the waist, and reaching overhead above the shoulders and horizontally to retrieve and store files and supplies.
• Ability to lift and carry 30 pounds.
• Ability to climb stairs, walk, and sit for extended periods of time.
• Ability to climb a ladder for purposes of inspection when necessary.

EQUAL OPPORTUNITY EMPLOYER