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Job Description
Administratrive Assistant I 12 Months
Suffolk Public Schools
School Administrative Offices - Suffolk, Virginia This job is also posted in Suffolk Public Schools
Job Details
Job ID:
5785405
Application Deadline:
Posted until filled
Posted:
Yesterday
Starting Date:
Jul 1, 2026
Job Description
POSITION TITLE
ADMINISTRATIVE
ASSISTANT I - SUPERVISORS/COORD/DEPT.
GENERAL
DEFINITION AND CONDITIONS OF WORK
Performs responsible administrative and technical work coordinating the district's Use of Facilities program and related activities. Work involves administering facility use requests, maintaining facility schedules, reviewing documentation for compliance, preparing estimates and invoices, coordinating with school administrators and community partners, and administering the FMX facility management system. Work is performed under the general supervision of the Athletics Coordinator II.
This is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires stooping, walking, fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.
ESSENTIAL FUNCTIONS/TYPICAL TASKS
This position description is not intended to be an exhaustive list of all duties, knowledge, or skills associated with:
Coordinating and administering the district's Use of Facilities program for schools, athletic facilities, auditoriums, cafeterias, parking areas, and other district properties.
Serving as the primary point of contact for community organizations, vendors, and external users seeking access to district facilities.
Administering the FMX facility management system, including maintaining facility calendars, workflows, user access, scheduling records, and program documentation.
Reviewing facilities use applications for completeness and compliance with Board policies, administrative regulations, insurance requirements, and applicable procedures.
Approving or denying routine facility use requests in accordance with established guidelines and escalating exceptions, conflicts, or unusual circumstances to the appropriate administrator.
Coordinating facility use approvals with principals, building administrators, athletics staff, custodial personnel, and other district departments.
Preparing facility rental estimates, use agreements, invoices, and related correspondence.
Coordinating with the Finance Department regarding payment processing, deposits, account reconciliation, and revenue tracking to ensure appropriate internal controls and segregation of duties.
Monitoring and maintaining required insurance certificates, permits, licenses, and other supporting documentation from facility users.
Responding to inquiries and providing guidance regarding facility availability, rental fees, district requirements, and facility use procedures.
Preparing reports related to facility utilization, revenue generation, scheduling activity, and program performance.
Identifying scheduling conflicts and working collaboratively with school and district staff to resolve issues.
Maintaining accurate records and files associated with facility use requests, agreements, payments, and supporting documentation.
Assisting with the implementation and administration of online payment systems and related process improvements.
Fostering positive working relationships among school administrators, district staff, community organizations, vendors, and facility users.
Performs related tasks as required.
Note:
The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.
KNOWLEDGE, SKILLS AND ABILITIES
Thorough knowledge of standard office procedures, practices, and equipment; working knowledge of facility scheduling and event coordination practices; ability to interpret and apply policies, procedures, and regulations; ability to maintain accurate records and prepare reports; ability to operate and administer computerized scheduling and facility management systems; ability to communicate effectively orally and in writing; ability to establish and maintain effective working relationships with administrators, staff, vendors, community organizations, and the general public; ability to exercise sound judgment and discretion when reviewing facility use requests.
EDUCATION AND EXPERIENCE
Bachelor's degree in Business Administration, Public Administration, Sports Management, Education Administration, Communications, or a related field and some experience in administrative support, customer service, event coordination, facilities scheduling, finance, or a related area; or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities.
Relevant work experience may be substituted for the educational requirement on a year-for-year basis.
FLSA STATUS
Non-exempt
AA/EOE STATEMENT
This employer does not knowingly discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, or national origin.
