Bond Administrative Assistant

Bond Administrative AssistantJob Title: Bond Administrative Assistant FLSA: NonexemptReports to: Executive Director of Maintenance Pay Grade: Clerical/Para 6 Dept./School: Maintenance Department Calendar Days: 226 Bamberg Prof Dev't and Resource Center Revised: Primary Purpose: The Bond Administrative Assistant assists the bond management team for the Maintenance Department with projects and tasks by providing advanced clerical support for bond program projects.QualificationsHigh school diploma from an accredited high school or GEDAbility to work independently under general supervision of the Executive Director of MaintenanceExcellent communication, organizational, and interpersonal skillsProficient skills in keyboarding, data entry, word processing, and file maintenanceAbility to use software to develop spreadsheets and databasesAbility to prioritize workflow to address the multiple needs of the supervisor or the departmentAbility to multi-task numerous complex administrative activitiesAbility to work under pressure and maintain emotional control under stress when dealing with difficult people or situations as well as frequent interruptionsAbility to meet inflexible deadlines, handle multiple tasks simultaneously, and perform job duties with minimal supervision following established proceduresDemonstrate the ability to follow-up and follow through with assignments and projectsProficient with Microsoft Office Word, Excel, PowerPoint, Visio, ProjectsCapacity to learn the computer software such as, but not limited to, the District's financial accounting software (Frontline ERP) and Primavera Contract ManagementExperienceFive (5) years or more of clerical experience required, Management or related managerial experience preferredMajor Responsibilities and DutiesProvide varied and complex clerical/administrative support services to relieve the Bond Program Administrator of administrative and clerical detailPlan, organize, and coordinate a variety of office functions and activities: prioritize and schedule duties and assignments to assure efficiency and to meet established timelinesPrepare financial reports related to bookkeeping, invoicing, and purchase ordersAssist in the preparation of bid documents, legal documents, and contract documentsCommunicate with and serve as a liaison between the public and school sites, providing information and assistance as requestedServe as the receptionist by answer telephones, take and relay messages as appropriate, direct calls to appropriate personnel, respond to inquiries, receive, greet, and assist visitors, maintain sign-in sheetCommunicate with other departments, District staff, and outside organizations regarding office operations, activities, policies procedures, and construction project informationCompose and type a variety of materials including letters, reports, memoranda, legal documents, requisitions, and other materials either independently or from straight copy, rough drafts, or oral instructions; proofread and verify the accuracy and completeness of documentsCompile and maintain a variety of records, files, and reports according to established procedures and timelines such as construction project files, input project information into construction software program system; prepare reports as directedSchedule meetings, workshops, conferences, and appointments as assigned; maintain calendars, and coordinate activities with other departmentsManage personnel attendance tracking through the online management system; ensure the information that is input by employees is accurate; run a report to track employee leave to ensure payroll is processed correctly and leave balances are currentReceive, sort, and distribute incoming, outgoing, and internal mail and correspondence; assist in the preparation and dissemination of materials and information to the public and staff regarding various events and programsProvide information to and coordinate with Bond program consultantsAssist the Bond Administrator in attending meetings required to provide continuous feedback and input on project management and performanceSolve problems for clerical staff, refer difficult issues to the administratorsOther: Perform other duties as assigned by Maintenance administrators, Chief Operations Officer, and the Superintendent of SchoolsSupervisory Responsibilities: NoneEvaluation: The Bond Administrative Assistant's evaluation is a responsibility resting with the Executive Director of Maintenance. An evaluation shall be completed in writing at least once during the course of each school year.Work EnvironmentTools/Equipment Used: Standard office equipment including personal computer and peripheralsPosture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reachingLifting: Occasional light lifting and carrying (less than 15 pounds)Environment: May work prolonged or irregular hours; occasional districtwide travelMental Demands: Work with frequent interruptions; maintain emotional control under stressThis document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.