Facilities & Operations - Business Assistant (28749) [Internal]

Title: Facilities and Operations Business Assistant

Calendar/Contract: 257 Days

Salary Schedule: Lane 2 – Business Salary Schedule

• Coordinates schedules and activities (e.g. work orders, in-service meetings including refreshments) for the purpose of delivering services which conform to established guidelines.
• Composes a variety of documents (e.g. reports, memos, letters, procedures, manuals and state compliance documentation, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Maintain and coordinate the custodial intern schedules with accuracy along with scheduling child nutrition interns.  Ensure accuracy so that schools that have requested custodial and nutrition coverage receive what was requested.
• Coordinates work activities with various parties (e.g. district and school staff, vendors, contractors, auditors, public agency personnel, etc.) for the purpose of providing required information and/or coordinating work activities toward common objectives.
• Communicates with district custodians, school unit managers, the Custodial supervisor, the Child Nutrition Supervisor, administrative assistants and administrators on a wide variety of matters.
• Maintains state fuel cards and pin numbers for several district departments.  This includes delivering new cards and coordinating with individuals in the district.
• Maintains a wide variety of files and records (manual/computer; confidential/non-confidential) (e.g. SDS filings, injury files, etc.) for the purpose of providing documentation in accordance with administrative and legal requirements.
• Informs personnel and vendors regarding a variety of procedures and program requirements for the purpose of providing necessary information for completing transactions, taking appropriate action and/or complying with established fiscal guidelines.
• Processes a wide variety of documents and materials (e.g. purchase orders, lunch balances, requests for substitutes, etc.) for the purpose of disseminating information in compliance with program, district, state and/or federal requirements.
• Responds to a wide variety of inquiries from internal and external parties for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Supports ordering of some nutrition items, reconciles employees clock in records, employee leave, and compiles yearly manager notebook, monthly reports, travel arrangements, taking minutes, website management.  
• This position also acts as receptionist for the east entrance of the Facilities and Operations building; greeting visitors, signing for packages and directing individuals to their destination within the complex.
• Attendance is an Essential Function of this Position: Physical presence at the worksite is an essential function of this position. The role requires in-person collaboration, direct interaction with team members, other staff, students, and/or guardians, and access to on-site equipment and resources.

• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Participates in meetings, workshops and seminars as assigned for the purpose of conveying and/or gathering information required to perform functions.
• Other duties as assigned

• The usual and customary methods of performing the job’s functions require the following physical demands.
• • Occasional lifting, carrying, pushing, and/or pulling.
  • Significant fine finger dexterity.
  • Generally, the job requires 70% sitting, 15 %walking, 15% standing. Physical demands increase during peak events, such as in-person events.
• This job is performed in a generally clean and healthy environment.
• The environment is fast-paced. It includes high levels of problem-solving and working efficiently while facilitating in-person and online tasks simultaneously.

Qualifications

• Technical Proficiency: 
• Operates standard office equipment 
• Utilizes highly technical computer applications. 
• Proficient in Google Suite, Microsoft Office, and Adobe products.
• Experience with help-desk or ticketing systems.
• Maintains accurate manual and digital records with close attention to detail and data integrity.
• Familiarity with the website preferred, but not required.
• Soft Skills:
• Plans and manages projects;
• Establishes and maintains appropriate and effective relationships with students; 
• Utilizes organizational skills and the ability to prioritize tasks in a fast-paced environment.
• Maintains confidentiality and handles sensitive information with discretion.
• Adapts quickly to changing priorities and responsibilities.
• Possess excellent time management skills.
• Forecasts upcoming events and sets priorities to proactively address needs.
• Meets deadlines and schedules consistently.
• Communication:
• Ability to interact professionally with individuals at all levels of the organization.
• Strong written and verbal communication skills
• Knowledge of concepts of grammar and punctuation; business telephone etiquette; common office machines; and office methods and practices.

•  Education, Experience, Travel:

  • High school diploma or equivalent.
  • Proven experience (e.g., 2+ years) in an administrative role, with exposure to Custodial Services and Child Nutrition Services programs preferred but not required.
  • Must have a reliable mode of transportation to travel between district facilities in order to help facilitate trainings and a variety of WSD locations.

WEBER SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY (EEO) EMPLOYER