Administrative Assistant 5, Environmental

Essential Performance Responsibilities

• Reconcile Inspection findings (Fire Department, State Fire Marshal, KDOL), assigning work tasks throughout the year in Tradebe or via email following inspections (Wichita Fire Department, Kansas State Fire Marshal, Kansas Department of Labor) at WPS Facilities and notifying the WPS Safety Inspector as work tasks are completed.
• Email and other communications with the schools and tradespeople to ensure that tasks are completed in a timely manner.
• Underground Storage Tanks: Receive monthly Veeder Root readings, manual tank levels, and other documentation from schools.
• Scan/file receipts and paperwork for the environmental Manager to complete the required reporting each month.
• Follow up with building engineers and custodial staff to ensure that readings are turned in on time.
• Maintain Training Calendar: Send out notices via email to district employees and supervisors on when & where training is being held.
• Assist the Environmental Manager and supervisors with coordination of various safety and environmental training topics and locations.
• Assist with grammatical review of reports to ensure accuracy.
• Write purchase order requests for asbestos abatement and air clearance contractors as necessary.
• Monitor due dates for state required testing.
• Afford assistance with purchasing equipment and supplies that are used within the department.

Additional Duties

• Assists with additional duties as assigned by Supervisor.

Equipment

• This position may require the ability to use office equipment such as computers, copiers, scanners, and fax machine.
• Must always comply with WPS guidelines for equipment use.

Travel

• Limited travel between schools and central offices may be required.

Physical And Mental Demands

• Work in standard office and school building environments

Knowledge, Skills, And Abilities

• Proficient time management skills, good judgment, problem solving, and analytical abilities to effectively meet deadlines
• Advanced computer proficiency and the ability to effectively use Microsoft products and department systems
• Communicate exceptionally both verbally and written to communicate effectively with others inside and outside of the organization for the purpose of giving and obtaining highly confidential information, and frequently involving influencing and advising others on matters of significance
• Solve complex problems using research, analysis, and previous precedent for similar problems
• Write letters, memos, and reports that command attention and achieve results
• Provide the highest level of customer service
• Displays eagerness and the ability to learn new methods, procedures, and techniques
• Plan and organize effectively to achieve greater results
• Gives the highest priority to achieving accuracy
• Displays a significant degree of professionalism and confidentiality
• Conform to proper standards of professional dress and appearance
• Knowledge of company's mission, purpose, goals, and the role of every employee in achieving each of them
• Perform a variety of tasks, change assignments on short notice, perform under deadlines, and work in a calm and efficient manner
• Exhibit a professional manner
• Organize, make accurate calculations, and be an effective team member

Interrelations

• Contact with personnel within the district and with customers and vendors
• Working under the direct supervision of the department supervisor to complete day to day tasks
• Working with a diverse population requiring the ability to handle all situations with tact and diplomacy
• Must understand and respond appropriately to customer needs and maintain a positive attitude with all customers and colleagues
• Expected to interact with all internal and external customers in a friendly, professional manner and provide quick, responsive customer service

Qualifications

• A High School education or GEDA minimum of six months experience are required for this position
• FLSA Status: Non-exempt