FTE 1.0 (40 hours per week); 260 days per year (year-round).

 

Starting wage is $16.69-$18.40 based on experience.

Benefits include: a comprehensive benefit plan, Montana State retirement plan (PERS), overtime
eligible, PLUS 9-days holiday pay, 15-days paid vacation, 12-days sick leave and 3 personal
days to start.

 

Open Until Filled

 

Overview:
The Facilities Administrative Assistant provides comprehensive administrative support to the Director of Facilities and Maintenance and the broader facilities and maintenance department in a large school district. This role is crucial for ensuring the smooth and efficient operation of all maintenance activities, contractor coordination, and departmental
organization.

Duties and Responsibilities:

Schedule Management
? Manage and maintain the Director's calendar, scheduling meetings,
appointments, and site visits.
? Coordinate and organize work order.
? Track and monitor work order progress, ensuring timely completion.
? Organize preventative maintenance activities for all district facilities.
Contractor Coordination
? Serve as the primary point of contact for external contractors.
? Coordinates with Facilities Director on outside contractor work and bids.
? Process contractor invoices and maintain accurate records.

Administrative Support
? Manage use of facilities
? Assist in the procurement of materials and supplies, ensuring
cost-effectiveness and timely delivery.
? Maintain accurate records of all facilities and maintenance activities, including
work orders, inspections, and repairs.
? Prepare reports and presentations as needed, providing data analysis and
insights.
? Manage departmental communications, including phone calls, emails, and
correspondence.

Other Duties
? Assist with the development and implementation of departmental policies and
procedures.
? Provide support for special projects and initiatives as assigned.
? Maintain a safe and organized work environment.
? Perform other related duties as assigned.

 

Knowledge, Skills and Abilities:

? Strong organizational and time management skills.

? Ability to prioritize tasks and meet deadlines.
? Excellent communication and interpersonal skills.

? Ability to interact effectively with a diverse range of individuals.

 

Minimum Qualifications:
? High school diploma or equivalent.

Preferred Qualifications:
? Associate's degree in business administration or a related field.
? Minimum of three years of experience in an administrative support role, preferably in a facilities or maintenance environment.
? Proficient in Google Suite or similar software applications.

Physical Demands:
? Ability to stand on feet for extended periods of time, stoop, bend, lift, and carry items
up to 40 pounds.