Buildings & Grounds Receiving & Delivery Administrative Assistant

Serves as administrative assistant to Storeroom Manager and Maintenance Supervisor. Types, codes, and files written materials such as letters, Storage Room invoices, reports, memorandums, etc. File and maintain filing system for invoice copies. Create bids and place orders from vendors.

Handles incoming departmental calls as needed.

Receives and check in orders delivered to the Central Storage warehouse. Must be able to lift a minimum of 50 pounds. Reconcile purchase orders for accounting purposes. Handles and processes claims related to freight damage. Files and maintains all paperwork related to the storeroom, including purchase orders, delivery receipts, return authorization materials, etc. (Daily) Priority

Arranges transportation method used to ship items out for the district. - As Needed

Prepares departmental requisitions and departmental purchase orders. - As Needed

Maintain and enter data in "Order Entry and Inventory" spreadsheet for all district general, first aid, and custodial supplies for inventory levels. (Daily/Weekly) Priority

Maintains district M.S.D.S. (Material Safety Data Sheets) to comply with state requirements and distribute copies to buildings secretaries and head custodians.

Opens and distribute U.S mail received at Central Storage.

Process and enter utility in Energy Watchdog software. (1x Month) Priority

Copy and file invoices once Director has coded these for accounts payable. (1-2x Month) Priority

Job sharing and serve as a backup to Buildings & Grounds Secretary. (Job sharing various duties, filing, work orders, purchase orders, time sheets and special projects directed by the Director of Buildings & Grounds and Store room Manager.)

Maintain "Equipment Inventory" for all buildings. Add new equipment and inventory when purchased. - As Needed.

Deliver mail to buildings. - Daily

Performs all other duties as assigned by the Director of Buildings & Grounds and Storeroom Manager.