Administrative Assistant, Maintenance and Operations (Financial)

Position Type:
Administrative Support Staff/Administrative Assistant

Date Posted:
5/23/2025

Location:
Maintenance

Date Available:
2025-26

Closing Date:
06/06/2025
Job Title: Administrative Assistant, Maintenance & Operations (Financial)

Pay Program: Support Staff

FLSA Status: Non-Exempt

Reports to: Director of Maintenance and Operations

Pay Range: CH 12 $23.19 - $25.78

Work Year: Year Round (260 Days / 8 Hours)

VISION: To Engage, Equip, and Empower our learning community today for a limitless tomorrow.

SUMMARY: Under the general supervision of the Director of Maintenance and Operations this position is responsible for overseeing the financial transactions of the Maintenance and Operations Department. This position acts as a technical resource by maintaining and providing accurate and complete bookkeeping and budget updates for this complex and active department. Employee acts as a technical resource for others including administrators, vendors, and serves as an on-site resource to the Finance Department. This position is also often a first point of contact for the public and staff interacting with Maintenance/Operations and the employee must work cooperatively to facilitate these interactions.

ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Tasks Descriptions

1. Operates as the primary position overseeing the daily financial transactions and general bookkeeping for the Maintenance, Grounds, and Custodial Departments. This position operates in a high-volume environment receiving and processing all deposits, accounts payable, building utility payments, and petty cash activity on the District's financial software. Working within the Departments' annual budget(s) this employee is responsible for accurate and timely updates to checking accounts, vendor invoicing, and assigned procurement cards. This position is the department's Procurement Card Administrator and reconciles the weekly "Plastic is Good" reports. In addition, this position provides back-up for the department's front counter and telephone activity and works cooperatively with peer staff to provide coverage.

1. Reconciles monthly bank statements and prepares monthly financial reports for multiple fund accounts, projects, capital expenditures, and updates these financial activities to the District financial software using established policies and procedures. Duties under this responsibility also include but are not limited to maintaining up-to-date and accurate vendor and other relevant contact lists for the department.

1. Provides regular and as requested reporting on department activities including but not limited to P-Card usage, budget to actual analysis, Grant balances, and capital projects. Employee forwards monthly reports to the Finance Department for review and assists with any reconciliation questions or concerns. This position also manages and provides regular financial, payroll, or related reports for the Director, department leadership and other administrators.

1. Oversees the ordering, tracking, receiving, expensing, and processing of supplies, materials, and merchandise requests from assigned departments. Purchases are made using a variety of processes including purchase orders, Pcard transactions, restricted accounts, and others.

1. Perform other duties as assigned.

EDUCATION AND RELATED WORK EXPERIENCE:

• High school diploma or equivalent required , plus courses in business, bookkeeping, office management/technology and/or other office skills;
• Minimum two years prior experience in bookkeeping or as an administrative assistant; preference for experience in a school district environment;
• (Acceptable equivalent will be at the sole discretion of the District).

LICENSES, REGISTRATIONS or CERTIFICATIONS:

• Criminal background check required for hire;
• Valid Colorado driver's license or valid state identification;
• Attend and successfully complete all staff development training as required by state law or as directed by the Director.

TECHNICAL SKILLS, KNOWLEDGE & ABILITIES:

• Exceptional oral communication and phone etiquette skills in English;
  • Ability to use Spanish oral communication skills is desirable;
• Exceptional customer service, public relations, and interpersonal relationship building skills;
• Strong professional written communication skills;
• Strong data entry, accounting, and math skills;
• Ability to maintain confidentiality in all aspects of the job; especially related to financial and personnel issues;
• Ability to work independently as needed with minimal direction and/or supervision;
• Ability to manage multiple priorities and frequent interruptions in a timely manner;
• Ability to be adaptable and flexible with critical thinking and problem-solving capabilities;
• Well-developed ability to promote and follow Board of Education policies, building and department procedures;
• Ability to promote and follow Board of Education policies, District building and department policies and procedures;
• Ability to communicate, interact and work effectively and cooperatively with people from diverse ethnic and
  educational backgrounds;
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator;
• Knowledge and enforcement of District rules and regulations is required to protect District people and property and to prevent safety concerns before they happen.

MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE:

• Operating knowledge of and experience with personal computers and peripherals;
• Operating knowledge of and experience with office software such as word processing, spreadsheets, and email;
• Operating knowledge of and experience with typical office equipment, such as copier, scanner, fax machine, etc.;
• Operating knowledge of financial software, work order, and vendor tracking systems within 20 days of hire.

Salary & Benefits:
View all salary schedules for the current school year at:
Information regarding D51 Benefits can be found here: