25-26 #93 - Administrative Assistant: Building and ...

Position Type: Secretarial/Clerical Date Posted: 3/4/2026 Location: Administration Building Closing Date: 03/18/2026 Administrative Assistant: Building & Grounds, Business OfficeAdministration Building 12 month position; 7.5 hours/day2025/26 Support Staff Salary Range: $18.55 - $28.64 per hourSUMMARY OF PURPOSE: Responsible to the CFOO and Director of Building and Grounds, this position is responsible for all administrative support duties to the Business Office and Buildings and Grounds Department. ESSENTIAL JOB FUNCTIONS: Buildings and Grounds Administrative Assistant: (Approximate time spent on functions: 70%) Provide administrative support to the Buildings and Grounds Department, including custodial and maintenance personnel. Manages and coordinates the District's use of FMX, District program for maintenance requests, schedule requests, transportation requests and inventory requests. This includes monitoring and maintaining the District calendar for all scheduled activities in District buildings, athletic fields and grounds. Prepare purchase orders for the Buildings and Grounds Department. Manage and maintain annual District maintenance service contracts. Maintain all District signatory lists with local vendors. Maintain and update District van driver's list. Prepare monthly Buildings and Grounds Committee agenda for School Board. Coordinate and manage all Facility Use Requests from outside organizations. Prepare all Facility Use Contracts for outside organizations after School Board approval. Assist with Central Receiving and Supplies inventory. Order general and custodial supplies as needed. Maintain the fixed asset inventory for appraisal and insurance requirements. Monitor and maintain liability insurance with the District's insurance broker, including but not limited to, additional insured, additional drivers, equipment updates, claim coordinating, etc. Coordination of equipment inspections for entire District with outside vendors. Coordination of service contracts for District. Order parts and supplies for maintenance personnel as needed. Coordination of all Integrated Pest Management for the District. Communicate to appropriate personnel in school buildings all scheduled outside maintenance vendors/technicians who will be entering the schools. Business Office Support - Procurement: (Approximate time spent on functions: 20-25%) Provide administrative support to the Business Office and CFOO Manage District purchasing through Joint Purchasing with the Lincoln Intermediate Unit. These bids include General Supplies, Custodial Supplies, Art Supplies, Health and Medical Supplies (including athletic training), Vo-Ag Supplies and Paper Supplies. Manage District bids for the following departments - Science, Athletics, Vo-Ag and Music Departments. Set up online accounts with vendors. Shop for best prices on all non-bid purchases. Prepare purchase orders for the Business Office and CFOO. Compile and mail accounts payable checks weekly. Assist Transportation Coordinator with District vans and drivers as needed. Assist Food Service Director with monthly invoices. Admin Office Reception: (Approximate time spent on functions: 5-10%) Greet and screen persons entering the Administration Building and notify appropriate staff members regarding visitors. Answer District telephone switchboard, screen and direct calls, take and relay messages. Act as coordinator for all activities and visitors in the Administration Building, keeping security of building in the forefront. Manage Administration Building postage machine and all outgoing mailings. SECONDARY JOB FUNCTIONS Preferred to have an active Notary license and provide general notary services to District. Encourage a positive, mutually supportive office environment. Maintain a high level of professionalism and confidentiality. Ability to be work independently and be self-motivated. Perform other duties as assigned by the CFOO or Director of Buildings and Grounds. SCOPE AND IMPACT This position accomplishes most tasks through standard procedure, exercising independent judgement. High-level contacts of a complex and confidential nature, both inside and outside the School District, are made. Internal contacts include District office staff, District administrators, teachers and classified staff. External contacts include parents, community members, School Board members, and any other business or school related entities. KNOWLEDGE & SKILL REQUIREMENT Minimum high school diploma or other equivalent (e.g. GED, technical, trade school or foreign equivalency). Must possess exceptional customer service skills. Minimum of three (3) years of experience (at least five years preferred) in an office setting involving the responsibility associated with office management and purchasing. Strong organizational and communication skills required. Must be able to work independently and be self-motivated. Notary license preferred. Language Skills: Ability to read, analyze and interpret written and verbal information. Must demonstrate effective communication with and respond in a timely manner to questions from groups of administrators, staff, parents and the general public. Mathematical Skills: Ability to work with and apply mathematical concepts such as fractions, percentages, ratios and proportions to practical situations. Reasoning Ability: Able to solve practical problems and deal with several variables at once. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Other Required Skills and Abilities: Perform duties with awareness of all District requirements and Board of Education policies. PHYSICAL/MENTAL/ENVIRONMENTAL Activities: Sitting 80%, walking/standing 20%, occasional lifting required up to 25 lbs. Vision: Normal Mental Demands: Ability to interpret, analyze, problem solve; detailed written and verbal communications. Environment: Office environment. The following clearances must be provided upon hire and updated every five years in accordance with Act 153: PA State Police Act 34, Child Abuse Act 151, and FBI Fingerprint Act 114. Child Abuse training (or proof of completion) in accordance with Act 126 upon hire and repeated every five years thereafter. A negative TB test is required upon hire. Northern York County School District is an Equal Opportunity Employer FLSA Status: Non-exempt

Created: 2026-03-06