.5 Administrative Assistant - Facilities

Position Summary:

• The Facilities Admin Assistant will perform general accounting, payroll and administrative functions in accordance with established policies, procedures and controls.

Duties and Responsibilities:

• Assist with procurement-related documentation including the processing of facilities requisitions and purchase orders and verifying receipt of goods and/or services.
• Verifies appropriateness of invoices in relation to School Department, Town and State purchasing standards and regulations.
• Reconciles Accounts Payable transactions and prepares journal entries as needed.
• Research and resolve problems with vendors.
• Obtains W9s and assigns new vendor numbers as required.
• Maintains files for pending invoices, paid invoices, account information, and supporting documentation.
• Processes and posts credit memos from vendors.
• Verifies status of uncashed vendor payment checks and processes voided checks, as required, by communicating with the Treasurer's office.
• Processes receipts (cash and checks) collected by the district for programs and activities.
• Reviews all payments processed through the on-line payment system to ensure proper allocation of revenues to accounts.
• Creates, updates and maintains a variety of spreadsheets and database files as needed to track pertinent accounting information.
• Track reward opportunities from the MIIA Rewards Program, file documentation and assist with implementation.
• Assists with the management of recurring inspections on a quarterly, biannual, or annual basis, including - boiler inspections - fire alarm systems - sprinkler systems - elevators - generators - domestic water systems - backflow prevention
• Assists with the scheduling of inspections, tracking completion, and ensuring proper documentation and recordkeeping.
• Maintain all Pest Control Notifications including filing the required notices, advertising and compliance documentation
• Assist Director of Facilities with the monitoring of Facilities Budget
• Responsible for the preparation of the facilities payroll on a bi-weekly basis.
• Maintain files on all facilities vehicles.
• Responsible for the maintenance and upkeep of the districtwide radios and antennas.
• Assist in developing efficiencies, coordinating and processing of the registration, fees, and scheduling for the Rental of Facilities.
• Attends professional development as directed
• Perform other duties as assigned by the Director of Facilities and School Business Administrator.

Reports to: School Business Administrator/Facilities Manager Work Year: 12-month position