Facility Services and Construction Administrative Assistant

JOHNSTON COUNTY PUBLIC SCHOOLS

JOB DESCRIPTION

POSITION: Facility Services and Construction Administrative Assistant

LOCATION: Administrative and Auxiliary Services/Facility Services

SALARY: Grade 66

TERM OF EMPLOYMENT: 12 Months

REPORTS TO: Facilities and Construction Office Manager

QUALIFICATIONS AND ATTRIBUTES:

• High school diploma or GED from regionally or nationally accredited institutions.
• Minimum of 3 years related experience.
• Associate's degree in related areas preferred.
• Experience in office management is preferred.
• Knowledge and ability to use grammar, spelling, and punctuation
• Ability to type and operate office equipment with accuracy
• Proficient in technology skills using Google and Microsoft Office, specifically spreadsheets and word processing.
• Ability to communicate effectively orally and in writing.
• Familiarity with construction management software (e.g., Procore, Buildertrend) is a plus.
• Detail-oriented and accurate.
• Ability to work independently and as part of a team.
• Strong organizational and time-management skills.
• Ability to prioritize and manage multiple tasks.

DUTIES AND RESPONSIBILITIES:

• Provide administrative support for Facility Services and the Construction Team.
• Work closely with Facility Officers, Construction Team, and Facility Services Staff.
• Communicate effectively on the telephone and in person with vendors who have concerns regarding invoicing, payments, and project status as needed.
• Schedule and coordinate project meetings, including preparing agendas and taking meeting notes.
• Assist in the preparation and processing of contracts and subcontracts.
• Manage electronic and physical filing systems.
• Distribute project-related information to relevant parties.
• Assist in bid solicitations, ex. tracking questions, vendor outreach, issuing addendums, and collaborating with JCPS Finance on contract execution for Design or Construction Services.
• Maintain accurate and organized project documentation, including contracts, change orders, submittals, RFIs (Requests for Information), meeting minutes, and daily reports.
• Monitor project budgets and expenses.
• Assist with the preparation of presentations and reports.
• Process payroll for all employees.
• Process leave, travel reimbursement requests, and mileage requests for assigned staff.
• Process and manage P-card transactions for assigned staff.
• Gather and process agenda items for monthly Board meetings.
• Gather and process agenda items and other information for weekly Cabinet meetings.
• Assist with the management and monitoring of budgets.
• Enter requisitions to obtain purchase orders, process budget transfer requests, and submit invoices into finance software.
• Assist in keeping the website up to date.
• Perform other duties and accept responsibilities as assigned.
• The employee's final job duties are subject to change at any time due to the discretion of the supervisors.

PHYSICAL REQUIREMENTS:

• Must be able to physically perform the basic life operational functions of fingering, grasping, kneeling, sitting, walking, stooping, reaching, lifting, pushing, pulling, talking, seeing, hearing, and repetitive motion.
• Must be able to use a variety of automated office equipment such as computers, copiers, etc.

DISCLAIMERS: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.

Johnston County Public Schools is an equal opportunity employer and does not discriminate in the employment or promotion of employees on the basis of gender, race, religion, age, national origin or disability.