Administrative Assistant (Facilities Department)

Woburn Public Schools•Woburn, MA

18h•Onsite

About The Position

Woburn Public Schools Administrative Assistant (Facilities Department) The Administrative Assistant – Facilities Department supports the daily operations of facilities and maintenance services by providing administrative and customer service support. This position manages work order systems, processes invoices and purchase orders, maintains departmental records, coordinates meetings and projects, and communicates with internal and external stakeholders. Strong organizational skills, attention to detail, and the ability to prioritize multiple tasks are essential. At the Woburn Public Schools, we are committed to cultivating an environment where diverse perspectives and backgrounds are embraced, acknowledging that a team reflecting diversity of race, color, ancestry, national origin, religion, age, gender, marital/domestic partner status, sexual orientation, gender identity, disability status, and veteran status allows us to serve our communities better. To that end, Woburn Public Schools continues to be an Equal Opportunity Employer and a district member of Mass Partnership for Diversity in Education

Requirements

High school diploma or equivalent required; associate degree preferred.
Two or more years of secretarial or administrative experience, preferably in a school setting.
Strong interpersonal and communication skills.
Proficiency in Microsoft Office Suite, Google Workspace and MUNIS.
Ability to maintain confidentiality and handle sensitive information appropriately.
Excellent organizational skills and attention to detail.

Responsibilities

Perform administrative duties including composing documents for signature, generating reports, analysis of data, planning business conferences, assisting with administration of office procedures, and researching a variety of information requests
Track and maintain custodial absences for biweekly payroll entry and submission
Track and maintain custodial uniform allowance submissions for payroll processing
Print and monitor work orders; contact maintenance staff for high-priority requests
Respond to urgent calls from schools and notify the appropriate maintenance personnel
Order and manage custodial supplies for all schools
Process orders, requisitions, and purchase orders for summer work projects
Enter requisitions submitted by schools
Match vendor invoices to purchase orders and attach to appropriate backing documentation
Submit vendor purchase orders to Accounts Payable for payment processing
Process and track utility bills; maintain organized records
Enter monthly utility readings
Coordinate school deliveries with head custodians and ensure proper delivery accommodations (e.g., lift gates with delivery drivers)
Water testing & AHERA (Asbestos Hazard Emergency Response Act) paper work and filing
Manage work order system and assist with capital planning module
Schedule graduation vendors
Manage capital project funds
Assist with scheduling of mechanical systems vendors
State elevator inspection scheduling
Assist with asset inventory management
Assist with possible grant applications
Other duties as assigned