Primary Purpose

• To facilitate the efficient operation of the Facilities and Planning Division through the provision of administrative, clerical and support services.  Perform a variety of records management and data control duties.

Qualifications

Education/Certification

• High school diploma or GED

Special Knowledge/Skills

• Effective organizational, communication, interpersonal and problem-solving skills
• Ability to set priorities, handles multiple assignments, and make decisions
• Ability to maintain confidentiality
• Expertise in MS Windows, MS Excel, MS Word, and MS Outloo
• Proficient computer and typing skills

Experience

• General office, purchasing and construction contract experience preferred.  

Major Responsibilities and Duties

1. Assist Finance Manager Operations with Construction Document Management including the digital drawing vault, construction contracts, project specification manuals, operation/maintenance manuals and other project documentation.
2. Manage the construction contractor badge process including reviewing DPS background checks and coordination with Construction Project Managers and contractors/sub-contractors;
3. Assist Construction Project Managers with construction project insurance documentation management;
4. Process and track warranty repair requests and ensure proper completion (coordinate with Construction Project Manager);
5. Assist in the reconciliation of all allowances and contingencies for ongoing construction projects and interface with architects and contractors as needed;
6. Perform varied work activities and practices associated with a productive office, including but not limited to answering telephone calls, typing correspondence, preparing reports, sending and retrieving e-mail messages and facsimiles, arrange and process travel request/reimbursement, and preparing mail for review and distribution;
7. Assist Department Staff as requested;
8. Perform other duties and accept other responsibilities as assigned.
9. Stay up-to-date professionally through the selection of quality staff development opportunities for personal growth.
10. Research district policy, precedent, and current practices prior to taking action.
11. Participate as an effective team member who contributes to district, department, and content goals.
12. Demonstrate integrity and ethics.
13. Display proficient levels of technology applications
14. Utilize time wisely for effective management of job responsibilities.
15. Maintain punctuality in daily work times, appointments, and meetings.
16. Meet task completion deadlines established by supervisor.
17. Maintain friendly customer-service-driven interactions with all stakeholders, students, teachers, administrators, and co-workers.
18. Work cooperatively with co-workers and supervisors to ensure that the goals of the school/department are met.
19. Maintain a positive and professional tone in all communication (i.e. email, written, and verbal).
20. Perform other duties and accept other responsibilities as assigned.

Working Conditions

Mental Demands

• Effective written and oral communication skills
• Ability to maintain emotional control in stressful situations

Physical Demands/Environmental Factors

• Moderate standing, walking, bending, lifting, and stooping
• Exposure to inclement weather
• Frequent district wide travel
• Ability to drive in heavy traffic

Days in Contact:  230

Hours:  7.5

Pay Grade:  Para 4