Administrative Assistant - Facilities

$41,144 - $69,929/Yr

Chesterfield County Public Schools - Huntsville, AL

Full-time - Entry Level

Huntsville, AL

Educational Services

About the position

The Administrative Assistant - Facilities provides essential secretarial and administrative support to the Director of Facilities and Maintenance. This role involves managing office operations, coordinating communication, and ensuring efficient workflow within the Facilities Services department. The position requires a proactive approach to anticipate departmental needs and handle sensitive information while maintaining professional relationships across various organizational levels.

Responsibilities

• Perform secretarial and administrative work to ensure efficient operation of the Facility Services office.
• Manage and update shared Google Docs for Facility Services contacts, including organizational charts and lists of school principals.
• Complete work orders in the Maintenance Direct system as requested.
• Anticipate departmental needs by asking relevant questions to gather necessary information.
• Screen visitors and telephone calls, responding to inquiries via phone and email.
• Schedule meetings and arrange candidate interviews through the NeoGov office system.
• Coordinate meeting rooms for Facilities and Maintenance staff gatherings.
• Manage time and attendance for over 100 staff members and submit data to payroll for processing.
• Provide direction and guidance to office support personnel.
• Manage and maintain files in both paper and electronic formats.
• Plan and execute details related to office events for the Facility Services team.
• Establish and maintain professional working relationships with all levels of the organization and the public.

Requirements

• Extensive knowledge of office practices and procedures, automated office systems, and departmental policies.
• Demonstrated ability to edit reports and perform general administrative tasks with proper grammar and punctuation.
• Excellent computer skills with a working knowledge of various software applications.
• Ability to manage office activities and communicate effectively both orally and in writing.
• Minimum of 5 years' experience working in an office environment is preferred.

Nice-to-haves

• Experience in a school division or educational environment.
• Familiarity with the Maintenance Direct system.

Benefits

• Health insurance coverage
• Paid holidays
• Professional development opportunities
• Flexible scheduling options