Administrative Assistant - Buildings & Grounds

Administrative Assistant - Buildings & Grounds Weston Public Schools - 4.3 Weston, MA Job Details Full-time $48,158 - $59,376 a year 1 day ago Benefits Paid holidays Health insurance Tuition reimbursement Qualifications Some college Record keeping Google Workspace Customer service Word processing Filing Executive administrative support Purchase order management Invoice processing High school diploma or GED Receiving shipments Data entry Organizational skills Purchasing Clerical experience Productivity software 2 years Time & attendance systems Communication skills Payroll processing Entry level Office experience Full Job Description Position Overview The Weston Public Schools is seeking an Administrative Assistant to support the Buildings & Grounds Department. This is a full-time role, reporting to the Director of Facilities. The purpose of this position is to perform a wide variety of administrative duties in support of the Director of Facilities. The work requires initiative and independent judgment. We are looking for a diverse pool of applicants who are inspired by our mission to educate, equip, and inspire all students to achieve their full potential and enrich their community. About the Weston Public Schools The Weston Public Schools enrolls approximately 1,960 students in pre-kindergarten through grade 12. The school district includes a high school for grades 9-12, a middle school for grades 6-8, an upper elementary school for grades 4-5, and two lower elementary schools for pre-kindergarten through grade 3. Since 1967, Weston has participated in METCO (Metropolitan Council for Educational Opportunity) - a voluntary school integration program that places Boston residents in suburban schools. The Weston METCO program enrolls approximately 150 students (K-12). Key Responsibilities Embrace the diversity of the Weston Public Schools by fostering an environment of respect and inclusion Perform all general clerical duties to support the Facilities department including, but not limited to, word processing, making copies, filing, data entry, generating reports, answering the telephone, receiving visitors, sorting and delivering mail. Maintain records and files for all office correspondence. Draft correspondence. Obtain quotes and ensure availability of products. Generate purchase orders and vouchers. Receive merchandise, verify contents and prices, process paperwork and follow up with custodians to ensure receipt of items when invoice received in advance of packing slip. Input invoices to produce warrant for goods and services funded through Town Facility accounts. Print and prove warrant. Present to Town Accountant for check generation. In collaboration with the Business Office, send out bids to contractors using facsimile, email and US Mail. Record and track bids and follow up as necessary. Prepare payroll for school custodians and facility staff. Verify times worked with security reports. Verify overtime sheets, and record using appropriate code. Maintain files, obtain proper approval and submit original to Payroll. Monitor daily staff attendance via online system (Frontline). Coordinate time off requests. Perform other duties as assigned by the Director of Facilities or designee. Desired Qualifications High school education and two years of college and at least two years of office experience, or any equivalent combination of education, training, and experience. Results-driven, with excellent organizational skills Outstanding customer service and interpersonal skills Strong computer skills, including Microsoft Office and Google Suite Strong written and verbal communication skills Compensation and Professional Growth The Administrative Assistant for Buildings & Grounds will earn between $48,158 to $59,376 per year, dependent on relevant experience. Additionally, the Weston Public Schools offers a comprehensive benefits package, including paid holidays, subsidized health insurance, tuition reimbursement, and participation in the Middlesex County Retirement System. Hiring Timeline Please note that we will carefully review every application, but only candidates invited to advance in the hiring process will be contacted.