Administrative Manager Position Available In Richmond, North Carolina

Administrative Manager
Richmond County Schools
Maintenance Department – Rockingham, North Carolina This job is also posted in North Carolina School Jobs, and Richmond County School District
Job Details

Job ID:

5174767

Application Deadline:

Posted until filled

Posted:

May 19, 2025

Starting Date:

Immediately
Job Description

POSITION TITLE

ADMINISTRATIVE MANAGER Term of Employment:

12 months

GENERAL DESCRIPTION

The Richmond County Schools’ Administrative Manager, reports directly to the Maintenance Director and is responsible for such clerical duties as word processing, filing, report preparation, receptionist duties, general correspondence/distribution duties, meeting arrangements, preparation of special projects, and handling of other projects/assignments as requested by the Maintenance Director. Works with minimal supervision and handles routine matters independently.

DUTIES AND RESPONSIBILITIES

1. Performs responsible skilled work in a large variety of clerical, administrative, and bookkeeping tasks involving interaction with all district departments, schools, staff, and the general public.
2. Daily operates a variety of automated office machines and other office equipment.
3. Interacts professionally and appropriately with the public and district staff in person and on the telephone.
4. Understands and conforms to all rules of punctuation, grammar, diction, and style.
5. Performs effectively under stress, deals professionally with people acting under stress and adapts when confronted with emergency situations.
6. Answers incoming phone calls and determines the needs of the callers in order to assist and/or dispatch the appropriate staff to the sites where needed.
7. Maintains records of employees’ daily attendance and makes corrections in Timekeeper as needed.
8. Manages time off request and submits the requests to the Maintenance Director for approval.
9. Completes and submits all required documentation for workplace accidents/injuries to the district workers’ compensation coordinator.
10. Schedules interviews for new hires.
11. Trains new employees on how to use Timekeeper and the department’s work order system.
12. Serves as the administrator of the department work order system. Enters and dispatches work orders to employees. Follows up on work orders with staff as needed to ensure timely completion of work orders.
13. Coordinates pest control services as needed.
14. Assists employees with open enrollment annually.
15. Serves as the liaison between employees and the payroll manager and other appropriate departments to help employees answer payroll, benefits, and retirement related questions.
16. Registers employees for in-service training/conferences. Completes travel authorizations and expense reports.
17. Manages the gasoline fuel management system, programs gas keys, monitors fuel levels, and orders fuel as needed. Generates monthly reports on fuel usage.
18. Assists with the purchase of new vehicles and equipment.
19. Assists with logistics of moving and disposal of surplus items.
20. Schedules service and repair for elevators, fire alarms, boilers, chillers, generators, stage curtains, bleachers, basketball goals, roofs, and playgrounds at all locations.
21. Coordinates playground mulch purchase and delivery as needed.
22. Ensures all maintenance vehicles receive annual NC DOT inspections and maintains records of inspections.
23. Receives health department and fire department inspection reports and generates work orders as needed.
24. Receives and maintains asbestos notice letters to parents.
25. Monitors and orders heating fuel as needed.
26. Maintains records of all department fixed assets and conducts yearly inventory.
27. Compiles bid information on projects and enters required information in the HUBSCO system quarterly.
28. Orders parts and supplies as needed.
29. Monitors custodial supply inventory and orders inventory as needed. Generates monthly custodial supply and use reports.
30. Reviews custodial supply requisition forms and assists in filling the custodial supply request.
31. Coordinates and assists with custodial product and equipment training.
32. Codes procurement card transactions to appropriate budget codes. Reviews and submits monthly procurement card reports to finance for payment.
33. Processes all requisitions and purchase orders for supplies, equipment, and contracted services for the maintenance department using appropriate budget codes.
34. Issues approved purchase orders to vendors and contractors.
35. Compiles and examines all receipts and invoices for accuracy before approving and submitting to accounts payable for processing.
36. Maintains and submits all check requests to finance.
37. Examines monthly statements from vendors to ensure all invoices have been received and processed for payment.
38. Monitors department budgets (capital outlay, local, and other budgets associated with the Maintenance Department) and submits adjustments to finance.
39. Generates monthly budget reports.
40. Performs other duties and responsibilities as assigned by the Maintenance Director.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

The usual and customary methods of performing the job’s functions require the following physical demands: some lifting, carrying, pushing, pulling, and significant fine finger dexterity. Work in this classification is considered light to medium physical work requiring the exertion of up to 40 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. Generally, the job requires sitting, walking, standing, and working at heights less than six feet. This job is performed in a generally clean and healthy environment.

QUALIFICATIONS

Must possess above-average skills in the use of Microsoft Word, Excel, PowerPoint, and Access. Must be able to work independently and with minimal supervision. Must demonstrate good communication skills to effectively interact with Richmond County Schools’ staff and the general public. Must be able to handle confidential information in a professional manner. Must be a Notary Public or willing to become one.
Associate Degree in Office Administration, Business Administration, or related field is required, Bachelor’s degree is preferred. Five plus years of clerical experience in an office setting with accounting and/or bookkeeping responsibilities is required. Valid NC driver’s license is required. Knowledge of AUTOCAD is recommended. CPR and AED certification is recommended.

TERM OF EMPLOYMENT

Full-time, 12-month

LOCATION OF EMPLOYMENT

RCS Maintenance Department located at 102 Safie Sixth Street, Rockingham, NC 28379.

INSTRUCTION TO APPLICANTS

Visit the Richmond County Schools’ website www.richmond.k12.nc.us and follow employment application procedures under “Job Opportunities” section to complete an online application. Applicants selected for this position must be able to pass an extensive background check.

Position Type:

Full-Time