Operations and Maintenance Administrative Assistant

Elementary

School

District

159

Job

Description

TITLE:

Operations

and

Maintenance

Administrative

Assistant

DEPARTMENT:

Department

of

Business

Services/Operations

EFFECTIVE

DATE:

Immediately

POSITION

SUMMARY

The

Operations

and

Maintenance

Administrative

Assistant

provides

administrative,

financial,

purchasing,

and

operational

support

to

the

District's

Business

Services

and

Operations

functions,

with

primary

responsibility

for

supporting

Buildings

and

Grounds,

Transportation,

and

Food

Services.

The

position

performs

accounts

payable

and

purchasing

functions,

including

entering

purchase

orders

and

invoices,

maintaining

supporting

documentation,

communicating

with

vendors,

assisting

with

account

reconciliation,

ordering

departmental

supplies,

and

maintaining

accurate

financial

and

operational

records.

The

position

also

provides

general

administrative

support,

including

scheduling

meetings,

preparing

correspondence,

maintaining

files,

and

preparing

and

organizing

meeting

notes.

Work

is

performed

under

the

general

direction

of

the

Chief

School

Business

Official

and/or

designee

and

requires

accuracy,

organization,

confidentiality,

professionalism,

and

effective

communication

with

District

staff,

vendors,

contractors,

and

other

stakeholders.

ORGANIZATIONAL

RELATIONSHIPS

Reports

to:

The

Chief

Director

of

Student

Services/And

or

Designee

Supervises:

N/A

Provides

Support

to:

Business

Services,

Buildings

and

Grounds,

Transportation,

and

Food

Services

ESSENTIAL

DUTIES

AND

RESPONSIBILITIES

The

following

functions

are

intended

as

illustrations

of

the

various

types

of

work

performed.

The

omission

of

specific

duties

does

not

exclude

them

from

the

position

if

the

work

is

similar,

related,

or

a

logical

assignment

to

the

position.

Provides

administrative

and

accounts

payable

support

for

Buildings

and

Grounds,

Transportation,

Food

Services,

and

other

operational

areas

as

assigned.

Reviews,

organizes,

and

enters

invoices

into

the

District's

financial

management

system

accurately

and

in

a

timely

manner.

August

31,

2026

Enters

and

processes

purchase

requisitions

and

purchase

orders

in

accordance

with

District

procedures

and

established

approval

processes.

Verifies

invoices

for

accuracy,

including

vendor

information,

pricing,

quantities,

purchase

order

information,

receiving

supplies

and

materials,

inventorying

supplies,

supporting

documentation,

and

appropriate

approvals.

Matches

invoices

with

purchase

orders,

receiving

documentation,

packing

slips,

contracts,

and

other

supporting

records

as

applicable.

Identifies

invoice,

purchase

order,

and

billing

discrepancies

including

duplicate

invoices

and

works

with

District

staff

and

vendors

to

resolve

issues

promptly.

Maintains

accurate

and

organized

electronic

and

paper

records

of

invoices,

purchase

orders,

vendor

documentation,

statements,

receipts,

and

other

financial

records.

Communicates

professionally

with

vendors

regarding

invoices,

purchase

orders,

account

statements,

payments,

credits,

missing

documentation,

and

other

billing

matters.

Assists

the

Business

Manager

and

Business

Services

staff

with

account

reconciliations,

expenditure

reviews,

financial

recordkeeping,

and

other

routine

accounting

functions.

Assists

with

monitoring

departmental

expenditures

and

purchase

orders

and

provides

supporting

documentation

or

reports

as

requested.

Orders

supplies,

materials,

equipment,

and

repair

items

for

Buildings

and

Grounds

and

other

operational

departments

in

accordance

with

District

purchasing

procedures.

Coordinates

with

Buildings

and

Grounds

staff

regarding

supply

needs,

deliveries,

invoices,

and

purchase

orders.

Assists

Transportation

and

Food

Services

with

purchasing,

invoice

processing,

vendor

communication,

documentation,

and

other

administrative

needs.

Tracks

orders

and

follows

up

with

vendors

regarding

delivery

status,

backorders,

pricing

discrepancies,

damaged

items,

credits,

and

missing

shipments.

Prepares

correspondence,

spreadsheets,

reports,

forms,

memos,

and

other

documents.

Schedules

and

coordinates

meetings,

appointments,

vendor

visits,

and

other

operational

activities

as

requested.

Assists

with

meeting

preparation,

including

agendas,

supporting

materials,

scheduling,

and

follow-up

documentation.

Utilizes

District-approved

artificial

intelligence

and

technology

tools,

when

authorized,

to

assist

with

meeting

transcription

and

note-taking;

reviews,

edits,

organizes,

and

cleans

AI-generated

notes

for

accuracy,

clarity,

professionalism,

and

appropriate

distribution.

Maintains

calendars,

files,

records,

and

other

administrative

systems

in

an

organized

and

accessible

manner.

Responds

promptly

and

professionally

to

inquiries

from

District

administrators,

employees,

vendors,

contractors,

and

other

stakeholders.

Maintains

confidentiality

of

financial,

personnel,

vendor,

student,

and

District

information

as

required.

Works

collaboratively

with

Business

Services

staff

to

ensure

invoices,

purchase

orders,

receiving

records,

and

other

documents

are

submitted

accurately

and

within

established

timelines.

Performs

other

related

administrative,

financial,

purchasing,

and

operational

duties

as

assigned.

KNOWLEDGE,

SKILLS

AND

ABILITIES

The

qualifications

listed

below

are

representative

of

the

knowledge,

skill

and/or

ability

that

must

be

met

by

an

employee

to

successfully

perform

the

essential

functions

of

this

job.

Reasonable

accommodations

may

be

made

to

enable

individuals

with

disabilities

to

perform

the

essential

functions.

Knowledge

of

general

office

procedures,

accounts

payable,

purchasing,

and

administrative

practices.

August

31,

2026

Strong

attention

to

detail

Ability

to

organize

and

prioritize

multiple

assignments

and

meet

established

deadlines.

Ability

to

maintain

accurate

records

and

retrieve

information

efficiently.

Strong

written

and

verbal

communication

skills.

Ability

to

communicate

professionally

and

effectively

with

vendors,

contractors,

administrators,

employees,

and

other

stakeholders.

Proficiency

with

Microsoft

Word

and

Excel.

Proficiency

with

Google

Workspace,

including

Google

Docs,

Google

Sheets,

Google

Drive,

Gmail,

and

Google

Calendar.

Ability

to

effectively

utilize

electronic

financial

management,

purchasing,

document

management,

and

recordkeeping

systems.

Experience

with

Skyward

preferred.

Experience

with

Infinite

Visions

preferred.

EDUCATION

AND

EXPERIENCE

Associate

degree

in

business

administration,

accounting,

finance,

office

administration,

or

a

related

field

is

preferred;

or

A

minimum

of

five

(5)

years

of

relevant

administrative,

accounts

payable,

purchasing,

bookkeeping,

business

office,

or

comparable

professional

experience.

Previous

experience

working

in

a

school

district,

governmental

agency,

public-sector

organization,

or

similar

environment

is

preferred.

WORK

ENVIRONMENT

AND

CONDITIONS

The

employee

is

regularly

required

to

communicate

verbally

and

electronically,

review

and

prepare

written

and

computer-based

information,

enter

data,

maintain

records,

and

perform

administrative

functions

requiring

sustained

attention

to

detail.

The

position

may

occasionally

require

travel

between

District

buildings,

attendance

at

meetings,

handling

or

moving

office

supplies

and

records,

and

interaction

with

operational

work

areas.

Work

environment

characteristics

and

physical

demands

described

herein

are

representative

of

those

that

must

be

met

by

an

employee

to

successfully

perform

the

essential

functions

of

this

position.

Reasonable

accommodations

August

31,

2026