Watertown Public Schools
Employment Opportunities

ADMINISTRATIVE ASSISTANT - PUBLIC BUILDINGS


Administrative Assistant - Public Buildings
Watertown Public Schools
Watertown, Massachusetts

Job Details
Job ID: 3726433 Application Deadline: Posted until Filled
Re-posted: January 14, 2022 Starting Date: Immediately

Job Description
WATERTOWN PUBLIC SCHOOLS
WATERTOWN, MASSACHUSETTS

Position:Administrative Assistant
Department:Public Buildings
Reports to:Director of Public Buildings
Affiliation:Represented – SEIU888
Approved by: Superintendent of Schools
Revision Date:November 19, 2021

SUMMARY: The Administrative Assistant provides administrative and logistical support to the Director; monitors assigned programs and/or projects; and assists with prioritizing and assigning work within the Public Buildings Department.

This job requires initiative, organizational problem solving skills, and the ability to acquire knowledge of program operations, policies and procedures. Incumbents are expected to work independently and carry out administrative and facility management details without requiring the immediate attention of an administrator(s).

ESSENTIAL DUTIES AND RESPONSIBILITIES: The essential functions or duties listed below are illustrations of the type of work that is performed and is not an exhaustive list of the duties performed for by this position. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Other duties may be assigned.
  • Evaluates situations (e.g. involving other staff, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
  • Assists with development of annual operating and capital budgets and financial reporting, and regularly monitors transaction reports for accuracy and to inform the Director of any concerns about projections, available balances, etc.
  • Maintains a variety of records, supplies, calendar, schedules, files, etc. (e.g. employee time reports, fiscal information, energy cost/usage, construction, vendor invoices/fees, work orders, etc.) for the purpose of providing documentation in a timely manner and in accordance with administrative and legal requirements.
  • Receives work orders by telephone and computer, ensures that work orders meet established criteria, enters into work order system, assigns to appropriate staff/contractor, and determines appropriate response. Collects and extracts information for reports as requested.
  • Manages the supply and inventory system of the department. Works directly with vendors to ensure an effective and efficient supply chain management system.
  • Monitors activities and/or projects (e.g. new development, computer system, policies/procedures) for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.
  • Performs record keeping (confidential and non-confidential) and general and program specific administrative functions (e.g. scheduling, copying, faxing, etc.) for the purpose of supporting assigned administrator with necessary materials.
  • Prepares a variety of written materials (e.g. correspondence, memos, fiscal and statistical reports, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
  • Processes documents and materials (e.g. bid packets, contracts, specifications, purchase requisitions, mail, etc.) for the purpose of disseminating information in compliance with program, district, state and/or federal requirements.
  • Researches a wide variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information for addressing a variety of administrative requirements.
  • Document Department progress towards stated goals and objectives
  • Responds to inquiries from a variety of internal and external parties (in person and by telephone) (e.g. staff, auditors, community, parents, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.

    SUPERVISORY RESPONSIBILITES: None

    QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. The Superintendent may waive or modify the qualification requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    REQUIRED KNOWLEDGE, SKILLS & ABILITIES
  • Above-average proficiency with utilizing financial software, including Microsoft Office Suite, Adobe, etc. with an emphasis on using Excel including creating spreadsheets with appropriate formulas
  • Experience with Munis accounting software a plus (but not required)
  • Ability to add, subtract, multiply and divide, calculate fractions, percentages and ratios
  • Ability to monitor, understand and analyze financial transactions and reports and perform related bookkeeping functions
  • Prioritize, plan and organize work to meet goals and deadlines
  • Communicate effectively with all stakeholders
  • Gather information as needed
  • Engage in effective problem solving
  • Be able to adapt to new standards, policies and procedures
  • Ability to ensure attention to detail and accuracy of work product
  • Ability to adhere to district and departmental policies and procedures
  • Ability to read technical information at a basic or higher level
  • Show initiative within limits of job duties
  • Ability to work under limited supervision following standardized practices and/or methods
  • Ability to work in a fast paced professional office environment.
  • Other functions and duties as assigned
  • Must be proficient in proofreading and composing correspondence in English to include proper grammar, punctuation and correct spelling
  • Must be able to maintain confidentiality



    EDUCATION/EXPERIENCE:

    Education: Bachelor’s degree in business administration, finance, accounting, or facilities management preferred but not required.

    Massachusetts Certified Public Procurement Official (MCPPO) designation required at time of hire or must be earned within the first year of employment in the positon. Classes are during the workday and all expenses are paid by the District. Designation must be maintained by re-certifying every three years.

    Experience: Minimum of three years of applicable work experience in the private or public sector.

    ***Or any combination of relevant and applicable education and experience that the Director of Public Buildings and Superintendent deem acceptable.

    Clearances: Criminal Justice/Fingerprint Clearance


    PHYSICAL DEMANDS:
    The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally, the job requires 70% sitting, 15% walking, and 15% standing. The ability is required to lift up to 30 pounds. The job is performed in a generally hazard free environment.

    SENSORY REQUIREMENTS:
    Most tasks require visual perception and discrimination and the ability to distinguish color. The employee must be able to input information into a computer and as well as read material from a computer monitor as well as printed matter with or without visual aids. The employee must be able to communicate effectively other staff members in order to exchange accurate information.

    WORK ENVIRONMENT:
    The noise level in this environment is quiet to loud depending on the activity and the particular part of the day and location. The employee interacts with other staff members and occasionally must meet multiple demands from several people. The employee must be able to drive to town- and school buildings within the district as needed.

    The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and the requirements of the job change.

    Position Type: Full-time
    Positions Available: 1

  • Equal Opportunity Employer
    Watertown Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.

    Job Requirements
  • At least 3 years of relevant experience preferred
  • Bachelor degree preferred
  • Citizenship, residency or work VISA in United States required

  • Application Questions
    There are no application questions required for this job posting.

    Contact Information
    Jim Kane, Director of Public Buildings
    30 Common Street
    Watertown, Massachusetts 02472
    Phone: 617-924-0421
    Email: james.kane@watertown.k12.ma.us