Duties
Summary: the Purchasing & Facilities Administrative Assistant is responsible for coordinating purchasing, administrative, accounting, and facilities support functions for the Business Office and facilities Department.
Reports to: Chief Financial Officer (Primary) and Director of Facilities (Secondary)
Essential Duties and Responsibilities:
- Receives, reviews, and processes purchase requisitions for services, supplies, equipment, and other District needs to ensure compliance with District purchasing procedures.
- Prepares purchase orders, enters encumbrances, and maintains accurate purchasing records within the District's financial software.
- Assists with the preparation of bid specifications, advertisements, bid documents, and bid tabulations in accordance with District policy and applicable state procurement requirements.
- Solicits vendor quotations, communicates with vendors regarding products and services, and assists in resolving purchasing receiving, and invoice discrepancies.
- Monitors project expenditures, maintains contract files, certificates of insurance, project documentation, and other records related to construction and capital improvement projects.
- Maintains inventories of District supplies, equipment, and Central Office inventory, including monitoring stock levels and coordinating replenishment as needed.
- Maintains AIA contract documents; organizes and maintains construction project files; reviews AIA pay applications for completeness and accuracy; and assists with contract administration throughout the duration of construction projects.
- Maintains Life Safety Code Documentation, asbestos management records, and other regulatory compliance files required by Federal, state, and local agencies .
- Maintains the District's vehicle fleet inventory, including vehicle records, titles, registrations, licensing, and related documentation.
- Coordinates and maintains records for required monthly, annual, and periodic inspections of District facilities, equipment, and vehicles to ensure compliance with applicable regulations.
- Maintains and updates Facilities and Business Office personnel during employee absences, vacations, and periods of increased workload.
- Performs other duties, special projects, and assignments as directed by the Chief Financial Officer or Director of Facilities.
Qualifications
Requires excellent communication, organizational skills, confidentiality, professionalism, and the ability to work cooperatively in a fast-paced environment.
Education: - High school diploma or equivalent
- Associates degree preferred
Experience: One to three years of related experience.
Special Skills:
- Proficient with Microsoft Office/Google Workspace and purchasing/accounting software.
- Accurate math, records management, and filing skills.
- Ability to prepare correspondence, spreadsheets, reports, and contracts.
- Ability to work well with individuals at all levels.
- Construction/AIA document experience preferred.
- ability to multitask with frequent interruptions.
Equipment Used: Computer, Printer/Scanner/Copier, Telephone, and Calculator
Salary/Benefits
Salary: Base Pay- $34,704 (commensurate w/experience)
Benefits and Insurance Available.
Vacancy is: Open Until Filled
How to Apply
Send a Letter of Interest and Resume to:
Joan Cuppy, Employment and Benefits
1900 52nd Avenue,
Moline, Il 61265